Executive Administrative Assistant

About the role

Atlas Healthcare Partners exists to form strategic partnerships with health systems across the nation to develop, manage and operate Ambulatory Surgery Centers (ASCs) in their markets. As a key player in this rapidly growing healthcare segment, we are committed to providing exceptional care and outstanding customer service to every patient, every physician, every time. Our daily focus revolves around our core values of Integrity, Culture, Teamwork, Respect, and Results. In addition to fostering a workplace that encourages professional growth and advancement, we provide industry-leading health and dental benefits, paired with a matching retirement package.

Why You'll Love This Job

The Executive Administrative Assistant position is an integral part of the team and needs to be extremely proactive in anticipating and adapting to the needs of the team. The candidate must have the ability to work well in a fast-paced Ambulatory Surgery Center management company and manage multiple tasks and conflicting priorities with accuracy, flexibility, and attention to detail. Critical to the success of this position is the development of positive working relationships with a wide range of colleagues both within and outside of Atlas Healthcare Partners. Additionally, this role will partner closely with other EAs on the Executive Support Team and across other lines of business.

Responsibilities

• Proactively manage executive calendars across multiple time zones and accommodate last-minute changes and urgent business needs.
• Provide high-level executive administrative support including research, report preparation, handling information requests, and preparing correspondence and time-sensitive documents.
• Receive visitors, arrange critical conference calls, and schedule complex meetings for multiple executives.
• Coordinate travel and expense reports.
• Take and transcribe dictation for meetings including board meetings.
• Support multiple Executives and departmental team members.
• Prepare, collate, and distribute various reports and requests in a timely and accurate manner.
• Screen telephone calls and visitors for Executives and direct them to appropriate parties.
• Provide accurate information to callers with detailed knowledge of department responsibilities and company policies.
• Perform confidential executive administrative functions such as typing, proofing, and assembling reports or proposals.
• Manage multiple deadlines occurring simultaneously for multiple Executives.
• Coordinate supervisor’s and/or department’s calendar, including scheduling meetings and appointments.
• Coordinate training classes, registration, preparation of materials, AVA setup, and other meeting preparation per Executive or Manager’s request.
• Develop meeting materials/agendas and prepare written data of attendance.
• Reconcile related invoices and expenses for Executives.
• Arrange travel and hotel accommodations for executives and visitors as necessary.
• Open and screen mail directed to supervisor and compose timely and professional responses to inquiries.
• Provide clerical and administrative support to department staff per manager or executive’s request.
• Maintain a high degree of confidentiality on all sensitive information.
• Maintain supply inventories by checking stock, placing orders, and verifying receipt of supplies.
• Perform all functions according to established policies, procedures, regulatory and accreditation requirements, as well as applicable professional standards.

Requirements

• Associate’s Degree or equivalent experience required.
• Working knowledge of clerical and administrative services as normally demonstrated through at least four years of administrative support experience.
• Three plus years of direct C-Suite support experience.
• Ability to follow oral and written directions as they relate to the functions listed above.
• Excellent oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as provide assistance with incoming telephone calls and walk-ins.
• Working knowledge of personal software packages to perform the clerical and administrative functions described above.
• Ability to organize, prioritize and multi-task workload in a fast-paced environment and maintain a professional manner.
• Proficient in MS Office Suite.
• Bachelor’s degree and additional experience preferred.