Executive Assistant

Job Description

A successful Executive Assistant must be passionate about healthcare and want to make a difference in the lives of others while acting as a mission-driven catalyst to help h deliver the best quality of care and excellent service to our patients and their families.

The Executive Assistant plays a pivotal role in providing administrative and clerical support to the Officer(s) and other members of the leadership team as they seek to successfully carry out the mission of the organization.

Essential Functions:

• Provides administrative support and assistance to the Executive Director and the executive team.
• Performs clerical and administrative tasks, including compiling and disseminating monthly meeting packets, development of meeting presentations, taking detailed notes, and recording minutes, drafting letters, memos, reports, and other documents for senior staff.
• Maintains the calendars of the Executive team.
• Schedules and coordinates meetings on behalf of the Chief Executive Officers.
• Maintains meeting binders and archives.
• Prepares and archives correspondence to and from the Chief Executive Officers.
• Makes calls and corresponds on behalf of the Chief Executive Officers as assigned.
• Screens calls and unannounced guests, reassigns inquiries, and problem solves as needed.
• Coordinates travel for the Chief Executive Officers and others as assigned.
• Maintains Travel Calendar, Email, and Tracking.
• Participates in meetings, on committees, and at events, both internally and externally, at the discretion of the Chief Executive Officers.
• Maintains Conference Room Calendars.
• Plans, Coordinates, and executes Corporate Events (staff events, retreats, dinners, groundbreakings, ribbon cuttings, etc.).
• Proofreads and edits documents for content, grammar, punctuation, and formatting.
• Maintains tracking and database of vendors and employees for various projects.
• Plans, coordinates, and executes corporate events (staff events, retreats, dinners, groundbreaking, ribbon cutting, etc.
• Coordinates catering.
• Greets and escorts all guests on behalf of the Chief Executive Officers.
• Processes all required financial documentation on behalf of the Chief Executive Officers for credit card purchases, travel requests, catered meal requests, missing receipts, and reimbursement.
• Tracks and logs Chief Executive Officers mileage and submits monthly.
• Reviews and prepares documents for Chief Executive Officer review and signature.
• Works closely with the Board of Directors and often acts as a liaison between the Chief Executive Officer and Board Member.
• Coordinates and maintains reoccurring meeting master calendar.
• Occasionally assigned a variety of personal tasks on behalf of the Chief Executive Officers.
• Performs other related duties as assigned.

Required Education and Experience:

• High school diploma required, Bachelor's degree in Business Administration or related field preferred. A combination of education and experience will be considered.
• At least two years of experience supporting a team that includes multiple executives preferred.
• Experience in a healthcare environment a plus.
• Excellent organizational skills and attention to detail.
• Excellent time management skills, with proven ability to meet deadlines.
• Ability to function well in a high-paced and, at times, stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite, with the ability to learn new or updated software.
• Ability to communicate well with individuals from all levels of the organization, vendors, our patients
  To apply please email your resume to hflurnoy@ultimatestaffing.com