Executive/ Personal Assistant Overview

The Executive Assistant position is to be part of the Administrative Group that supports the C-Suite (CAO, CEO, CMO, COO, CLO, CFO) as well as the VPs and Associate VPs of the company. The regular tasks   include, without limitation, Calendar & Meeting Management, Communication Management, iTravel Management, Document Management, and Special Projects.

Tasks will include handling of confidential information with the highest discretion and activityprioritization exercising independent judgment.Some of the officers of the company travelfrequently and discretion in handling certain business matters in their absence, including calls andcorrespondence, will be required.

This role requires superior attention to detail, great organization and prioritization skills, the ability to anticipate and plan to meet tight deadlines, all while juggling multiple critical requests. The EA should have exceptional communication skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.

Flexibility and outstanding problem-solving skills are an absolute must. Dedication to the executive level is required as in this role one may be called upon day and night to support the required needs of company leaders. This position requires a strong work ethic, imagination, self-driven and proactive problem-solving skills to enable our company to collectively helps its clients achieve their healthcare visions.

Executive/ Personal Assistant Responsibilities

Calendar and Meeting Management

• Greeting in-person visitors & deciding if they should be able to meet with executives
• Schedule and reschedule all meeting and follow-up meetings both standing & ad-hoc
• Help prepare and distribute meeting agendas and incorporate feedback
• Helping prepare for and run meetings
• Confirm and reconfirm attendance using independent judgement when indicated (e.g. need to know, need to contribute, or need to decide)
• Accurately recording minutes from meetings and using independent judgment, following up on action items in preparation for next meeting

Communication Management

• Triage incoming calls, messages, and email (at direction of executive) to the correct person, flag the correct priority and ensure that the recipient replies in a timely fashion
• Answering phones and routing calls to the correct person or taking messages
• Sending out emails to clinicians on behalf of direct reports as requested, maintaining distribution lists
• Answering the main phone line when caller dials zero or responding to the VMs in emails on the same day to route to appropriate person
• Opening, sorting and distributing incoming faxes, emails, and other correspondence

Travel Management

• Reserving and purchasing airfares / hotel rooms / car rentals, for main reports and some administrators and employees when they travel, carefully weighing the competing interests (cost, convenience, flexibility, need to accomplish work in transit, )
• Track travel real-time, develop and implement contingency plans when and where indicated
• Check ins during travel to ensure flights are made, and schedule is followed when requested
• Maintain travel expense reports

Document Management

• Preparing / formatting documents/ proofreading documents or sending out to service
• Proactively prepare documents and research when and where indicated
• Assisting the coordinator of received RFPs (Request for Proposals) with providing requested materials and ensuring that executives are meetings task-specific deadlines

Non-Core Responsibilities:

• Serve as project manager for various strategic projects

Executive/ Personal Assistant Qualifications: 

• High school diploma required. An Associate’s degree or Bachelor’s degree in Business Administration or Secretarial Certification is a plus
• A minimum of 4 - 5 years of work experience, preferably providing the same or similar administrative support to a corporate officer
• Must be confident and trustworthy and uphold a strict level of confidentiality
• Outstanding organizational / administrative skills
• Excellent communication skills both verbal and written
• Excellent interpersonal skills
• Excellent secretarial skills
• Excellent computer skills. Proficient with Microsoft’s Office Suite including Excel, PowerPoint, Word, Outlook, Teams,
• Strong analytical skills
• An aptitude in problem-solving / creative thinking
• Follow up initiatives crucial
• Develop and sustain a level of professionalism
• Must be flexible, able to multi-task and adjust work schedule as may be required
• Must be detail oriented