Job Title: ExecutiveAssistant

Company: Fox Valley Surgical Specialists – Appleton, WI

Department: Business Office

Immediate Supervisor: Chief Operating Officer andDirector of Business and Finance

Hours: 40 hours per week, Monday – Thursday 8:30-5:00 and Friday's 8:30-4:00 (evening and weekend hours as needed for meetings)

FSLA Status: Non-Exempt

Fox Valley Surgical Specialists has provided care to our patients since 1970, specializing in the areas of Endoscopy, General Surgery, Gastrointestinal/Colorectal Surgery, Vascular Surgery, Oncologic Surgery, Breast Surgery, and Endocrine Surgery.

General Summary: As an Executive Assistant you will perform varied, complex and highly confidential administrative work requiring a high degree of judgment and knowledge of the organization’s mission statement, policies, practices, and procedures.

Primary Duties and Responsibilities:

· Provide administrative support to the leadership team.

· Responsible for accounts payable tasks, process incoming mail and invoices for payment.

· Manage office workflow and administration such as maintaining office supply inventory and keeping expense accounts and other records updated.

· Support contract management and vendor relations.

· Perform a variety of administrative duties to support company and departmental goals, including, but not limited to scheduling meetings with internal and external customers, taking minutes, ordering food, event planning, preparing presentations and documents including updating and coordinating Power Point materials, generating, downloading, and updating various spreadsheets and databases.

· Prepare materials of a highly confidential and complex nature where responsibilities of trust and accuracy are vital, and knowledge of the organization, policies, procedures, and mission are essential.

· Assist with marketing and practice print materials, and creating welcome baskets for new referring providers in the Fox Valley.

· Assist with organizing Medical Students and Residents rotation schedules.

· Maintain the KanBan inventory process, replenishing medical supplies on a weekly basis.

· Perform general administrative tasks to include filing, faxing, and copying accurately as directed.

· Assist in submitting facilities tickets, information system tickets, or other service contract tickets for building or equipment repairs.

· Perform other similar and related duties as required.

Knowledge, Skills and Abilities:

· Strong written, verbal, and listening communication skills.

· Ability to interface professionally with all levels of the organization.

· Ability to operate independently and within a team.

· Knowledge of office and business procedures and scheduling.

• An ability to work under pressure and with minimal supervision. Possess excellent time management, multi-tasking, organizational and follow-through skills.

· Ability to manage multiple priorities in a deadline-oriented environment.

· Self-starter, highly motivated, and takes initiative with follow through and follow up skills.

· Ability to work in an intense fast-paced environment with aptitude to adapt to ever changing priorities.

· Strong interpersonal skills with attention to detail and ability to organize, interpret, and present data.

· Strong computer skills – Adobe, DocuSign, Microsoft Office Suite, Quickbooks, Etc.

Education: High School diploma or equivalent, associate’s degree is preferred.

Experience: Minimum of 3 years’ experience providing executive level administrative support. Healthcare experience is preferred.

Other Requirements: Accuracy, attention to detail and patience required; a commitment to ensuring that records and work are error free.

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, calculators, etc.

Work Environment: Position is in a typical office environment.

Mental/Physical Requirements: Requires sitting and standing associated with a typical office environment.

Job Type: Full-time

Pay: $23.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Ability to Relocate:

• Appleton, WI 54913: Relocate before starting work (Required)

Work Location: In person