Executive Administrative Assistant
Position Summary
Reporting to the Chief Physician Officer, the Executive Administrative Assistant (EAA) will provide full administrative support to the Executive Leadership Team supporting day-to-day operations relating to high-impact and valued projects. The EAA will be flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
Essential Position Functions/Responsibilities
- Acts as the point of contact between HCP’s Executive Team and internal/external partners.
- Undertake the task of receiving calls, relaying messages and routing correspondence.
- Schedule and track meetings including room set-up, organization of presentation materials, and ordering refreshments.
- Manage room availability priorities as needed.
- Create and transcribe meeting minutes.
- Create documents, reports and analyses by ensuring timeliness, accuracy, and completeness.
- Type and design general correspondence, including memos, presentations, and spreadsheets.
- Make arrangements and accommodations for all leadership business related travel.
- Develop, maintain, and update executive recordkeeping system for efficient documentation and filing in accordance with company policies and procedures.
- Assemble confidential and sensitive information.
- Respond to regularly occurring requests for information.
- Work independently and within a team on special and ongoing projects as directed.
- Coverage communications, track and follow up on requests, and identify those of importance which require immediate attention.
- Ensure and maintain confidentiality of all communications and documentation.
- Provide executive level support HCP’s leadership team including completing payroll and expense reports on their behalf.
- Maintain phones, managed calendars, scheduled appointments, meetings, luncheons and conference calls for executive members.
- Aid in high level and ad hoc projects between departments.
- Other duties as assigned.
Qualification Requirements
- Skills, Knowledge, Abilities:
- Excellent organizational, analytical, anticipatory, and written communication skills.
- Full comprehension of office management systems and procedures.
- Advanced proficiency in MS Office, Excel, Word, PowerPoint and Outlook.
- Exemplary planning and time management skills.
- Ability to multitask and prioritize daily work load.
- Excellent verbal and written communication skills.
- Discretion and confidentiality.
- Advanced critical thinking and problem solving skills.
- Training/Education:
- High School diploma or equivalent, required.
- Associate’s degree or greater, preferred.
- Experience:
- Minimum of 2 years’ experience as an Administrative Assistant.
- 5+ years of C-level support experience within a fast-paced, ever-changing environment.
- 5 + years secretarial position.
- Previous personal assistant experience a plus.
Pay
- Base Compensation: $60,000 - $65,000 annually
- Bonus Incentive: Eligibility based off organizational performance
Benefits
- Fully paid Medical & Dental employee coverage
- + robust benefits package (PTO, 401k, FSA, Tuition Reimbursement, etc.)
Equal Employment Opportunity Statement
HealthCare Partners, MSO is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other protected status under federal, state, or local laws. In compliance with all applicable laws, HealthCare Partners, MSO upholds a strict non-discrimination policy in every location where we operate. This policy applies to all aspects of employment, including but not limited to recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Department
Administration
Job Type
Non-management
Employment Type
Full time