Executive Assistant - 26-69

Job Description

We are seeking a highly organized and proactive Executive Assistant to support senior executives with a variety of administrative tasks. This role involves managing calendars, coordinating meetings, facilitating travel arrangements, preparing correspondence, and maintaining confidential files. The ideal candidate will be detail-oriented, able to handle multiple priorities, and demonstrate strong communication skills.

Key Responsibilities

• Schedule and organize appointments, meetings, and events for assigned executives. Ensure all logistics (conference rooms, travel, catering) are managed efficiently.
• Prepare, edit, and proofread correspondence, presentations, agendas, and reports. Create organizational charts and other materials as needed.
• Aid in managing the calendars of directors working closely with assigned executives. Ensure seamless scheduling coordination across all parties.
• Build relationships with external vendors, solicit bids, and negotiate contracts for offsite meetings, events, and Board of Directors' retreats.
• Professionally handle incoming calls, redirecting them to appropriate personnel or responding to inquiries as needed.
• Maintain and organize administrative files, ensuring confidentiality and secure access to sensitive materials.
• Perform general office duties, including photocopying, filing, supply management, and correspondence distribution. Coordinate with facilities for equipment maintenance.
• Handle confidential information with the utmost discretion and integrity.

Skills & Qualifications

• Experience: 3-5 years of executive assistant experience, preferably supporting senior-level executives.
• Education: College training or completion of business-related courses in office procedures, filing, data entry, and word processing.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access). Familiarity with BoardVantage and DocuSign and Workday a plus.
• Typing Speed: 55-60 wpm.
• Attention to Detail: Strong proofreading skills with a focus on accuracy, grammar, and spelling.
• Communication: Exceptional verbal and written communication skills, with the ability to interact with stakeholders at all levels.
• Interpersonal Skills: Strong interpersonal skills and the ability to handle sensitive and confidential information with professionalism.

Work Environment

Ability to thrive in a fast-paced, high-pressure environment while managing multiple priorities.

Additional

Experience in the medical field is a plus.

Salary

$75,000.00 - $88,000.00 plus bonus potential

Hill Physicians is an Equal Opportunity Employer