Executive Assistant

POSITION SUMMARY:

The Executive Assistant provides high-level administrative support primarily to the Chief Executive Officer and Chief Operating Officer. The position is responsible for helping executive leadership effectively manage priorities, schedules, meetings, communications, commitments, and follow-up activities.

In addition to direct executive support, the Executive Assistant serves as a coordination resource for the leadership team by supporting meetings, assigned projects, reporting, and cross-functional administrative initiatives as prioritized by the CEO or COO. The position also maintains responsibility for designated organizational processes, including contract administration, physician call schedule coordination, and physician onboarding and offboarding coordination.

The position requires the exercise of independent judgment in prioritizing executive needs, coordinating organizational initiatives, resolving administrative issues, and determining when matters require escalation to executive leadership.

ESSENTIAL RESPONSIBILITIES:

Executive Support to the CEO and COO

• Anticipate the administrative needs of the CEO and COO, independently address routine matters within established parameters, and appropriately escalate matters requiring executive judgment or authority.
• Manage the CEO's calendar and provide calendar support to the COO as requested, proactively coordinating priorities, meetings, appointments, and scheduling conflicts.
• Coordinate internal and external meetings, including logistics, agendas, materials, and follow-up.
• Track executive commitments, decisions, action items, and deadlines and proactively facilitate appropriate follow-through.
• Prepare correspondence, reports, presentations, agendas, and other executive materials.
• Coordinate executive travel and other administrative needs as required.
• Maintain executive records and handle confidential and sensitive information with discretion.

Board, Shareholder, and Executive Meeting Support

• Coordinate Board, Shareholder, and designated leadership meetings, including scheduling, agendas, materials, logistics, and communications.
• Attend designated meetings and prepare accurate minutes, decisions, and action items.
• Maintain organized and confidential meeting records and supporting documentation.
• Track outstanding leadership action items and follow up with responsible individuals regarding completion.

Leadership Project and Reporting Coordination

• Provide administrative and project coordination support for organizational initiatives assigned by the CEO or COO.
• Complete projects, research, reporting, and coordination activities requested by members of the Director group when delegated or prioritized by the CEO or COO.
• Coordinate information gathering across departments and consolidate information into reports, summaries, presentations, spreadsheets, or other material for executive review.
• Develop and maintain project trackers, workplans, status reports, and other tools necessary to monitor assigned initiatives.
• Monitor assigned initiatives, identify outstanding decisions, risks, barriers, and approaching deadlines, and independently facilitate follow-up with responsible parties.

Contract and Administrative Process Management

• Serve as administrative owner of the ContractSafe platform, maintaining contract records, supporting documentation, key dates, renewals, expirations, and alerts.
• Maintain organized payer contract records, amendments, indexes, and related documentation.
• Coordinate designated physician call schedules, including collection of availability, schedule changes, distribution, and identification of unresolved coverage needs.

Physician Onboarding and Offboarding

• Coordinate physician onboarding and offboarding activities across HR, Credentialing, IT, Revenue Cycle, Marketing, Operations, and other applicable departments.
• Maintain onboarding/offboarding checklists, timelines, status reports, and supporting documentation.
• Track departmental deliverables and proactively follow up regarding incomplete or delayed items.
• Coordinate physician orientation, leadership meetings, and other administrative onboarding activities.
• Provide executive leadership with status updates regarding outstanding items, risks, and potential delays.

Anticipate administrative needs and identify opportunities to improve organization, communication, and efficiency.

Develop effective working relationships with physicians, leadership, employees, vendors, and other stakeholders.

Maintain compliance with federal, state, and local laws and regulations and adhere to company policies as described in the employment handbook and company work rules.

Regular and reliable attendance.

Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

Direct Reports: None

Indirect Reports: None.

KNOWLEDGE, SKILLS AND ABILITIES:

The requirements listed below are representative of the knowledge, skills and/or abilities required.

• Ability to exercise discretion and independent judgment in managing competing priorities, coordinating executive and organizational activities, resolving routine administrative matters, and appropriately escalating significant issues.
• Exceptional organizational, prioritization, and time-management skills with strong attention to detail.
• Demonstrated ability to manage complex executive calendars, competing priorities, and rapidly changing schedules.
• Strong project and task coordination skills, including the ability to track multiple assignments, deadlines, owners, and deliverables simultaneously.
• Ability to independently follow up on commitments and outstanding items while exercising appropriate judgment regarding when matters require escalation.
• Excellent written and verbal communication skills.
• Strong meeting coordination, documentation, minute-taking, and follow-up skills.
• Ability to prepare professional correspondence, reports, presentations, spreadsheets, agendas, and executive-level materials.
• Demonstrated ability to organize complex information and present it in a concise and understandable manner.
• Ability to work effectively across departments and coordinate work through individuals over whom the position does not have direct authority.
• Sound judgment and the ability to anticipate the needs of executive leadership.
• High degree of professionalism, discretion, integrity, and confidentiality.
• Strong interpersonal skills and ability to professionally interact with physicians, executives, employees, Board members, Shareholders, vendors, and external stakeholders.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 applications.
• Ability to quickly learn and effectively administer organizational software platforms and electronic document-management systems.
• Strong problem-solving skills and a proactive approach to identifying and resolving administrative challenges.
• Ability to work independently with minimal supervision.
• Flexibility and professionalism when organizational priorities, schedules, or assignments change.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.

This position will require travel locally to engage with the community, attend events, and manage promotional activities.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit for extended periods of time; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, bend, crouch or crawl; talk or hear; or smell.  The employee must occasionally lift and/or move up to 20 pounds.  Repetitive motion of upper body required for extended use of computer. Requires vision correctable to 20/20 and hearing in the normal range for face-to-face and telephone contacts.

EDUCATION AND EXPERIENCE:

Three to five years of progressively responsible experience in executive administrative support, executive office operations, project coordination, or a similar role is preferred. Prior experience supporting senior executives or multiple organizational leaders is strongly preferred. Healthcare or medical practice experience is preferred.

Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, Communications, or a related field is preferred. Equivalent combinations of education and relevant experience will be considered.

CERTIFICATIONS, LICENSES, REGISTRATIONS:

None