Executive Assistant

Job Summary: The Executive Assistant will provide high-level daily organizational and administrative support.

Primary Responsibilities:

• Provides high-level administrative professional assistance to the physicians and practice administrator.
• Performs clerical and administrative tasks including drafting letters, memos, reports, PowerPoint presentations, and other documents.
• Updates and maintains physicians CV, required certifications and CME credits.
• Receives incoming communication or memos on behalf of the physicians and practice administrator, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs clerical and administrative tasks including documenting of professional finances, reconciliation of professional finances, and reimbursement forms.
• Obtains signatures of vital documents and payments on a timely basis.
• Arranges travel and accommodations for national and international travel conferences and medical mission trips. The ability to create a detailed itinerary is essential.
• Schedules meetings. Manages daily scheduling and digital calendar(s).
• Tracks and reports on professional projects.
• Performs office tasks, including maintaining records, ordering supplies, and performing basic bookkeeping.
• Assist with planning, organizing, and coordinating special events for the business.
• Organizes and maintains physicians’ records, including scanning documents into file system.
• Metric reporting as assigned.
• Building and maintaining positive relationships with internal and external stakeholders representing the physicians, practice administrator and organization in a professional manner.
• Performs other related duties as assigned.

Education:

• High school diploma required, bachelor’s degree in business administration or related field preferred.

Required Skills/Abilities:

• Excellent customer service skills.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent prioritizing skills.
• Excellent collaboration skills.
• Ability to maintain discretion and confidentiality.
• Ability to take direction and follow through on assignments and responsibilities.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to multitask.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite with the ability to learn new or updated software.
• Commitment to continuous learning and improvement.

Working Conditions/Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Job Hazards:

• Ergonomics (strain, sprain) – overexertion or repetitive use.
• Fall (slip, trip) – falls from height or traditional working surfaces (slippery floors), electrical cords or computer cords. congestion of computer cords.
• Lighting problems – headaches, migraines.

Travel Requirement:

A reliable personal vehicle is required and will occasionally be used to conduct business errands.

*This job description is intended to describe essential job functions used to assess the performance of an employee and is not intended to be an all-inclusive statement of job responsibilities.