Executive Assistant to COO (Hybrid)

National Vascular Associates has an exciting opportunity to join our team! This is a full-time position for the right person who is looking to use their skills with a patient focused and growing medical group by supporting our dynamic, fast-paced COO.

The Executive Assistant to the COO provides high-level administrative support, managing the COO’s complex calendar, handling communications, and coordinating meetings and travel. This role involves maintaining thorough records, preparing briefings, and ensuring seamless coordination of the COO’s activities. The Executive Assistant also supports strategic initiatives and special projects as assigned.

This is a hybrid position.

Essential Functions:

• Manage the COO’s complex calendar, including scheduling and coordinating meetings, appointments, and travel.
• Prepare and disseminate correspondence and communications; answer telephone and in-person inquiries; respond to internal and external emails.
• Attend meetings, take notes, and manage meeting logistics to ensure efficient and effective execution.
• Prepare daily and weekly briefings on upcoming activities, meetings, appointments, and travel, incorporating staff input and background information.
• Maintain accurate records of interactions with external contacts, ensuring all communications and follow-ups are handled promptly.
• Manage all correspondence directed to the COO, drafting communications, ensuring timely responses, and coordinating with colleagues to maintain effective communication within the organization.
• Coordinate schedules and meetings with senior staff, advising them of the COO’s travel plans and appointments, and gathering necessary background materials.
• Propose, plan, and coordinate events, large meetings, and programs, ensuring smooth logistics and effective execution.
• Plan and track expenditures for travel and expenses, providing strategic analysis of the travel budget, tracking key performance metrics, and reporting on significant budget variances.
• Provide support on new projects or significant initiatives within the COO’s office as assigned.
• Occasional travel within the DVM area

Required Qualifications:

• Minimum of two (2) years’ experience as a Executive Assistant.
• Demonstrated ability to exercise effective time management practices; work independently, prioritize tasks, and handle multiple assignments effectively.
• Proficient in utilizing technology such as Zoom and Microsoft Teams.
• Proficient in using relevant software applications within G-Suite and Microsoft office suite, including Excel.
• Exceptional written and verbal communication skills
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Able to exercise good judgment; determines whether a task can be resolved independently or needs involvement of additional team members.
• A self-starter who can work independently.
• Professional phone etiquette and interpersonal skills.
• Excellent organizational and planning skills.
• Ability to travel to Northern Virginia as needed.

Preferred Qualifications:

• Bachelor’s degree in related field.

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Baltimore, MD 21208: Relocate before starting work (Required)

Work Location: In person

Salary : $50,000 - $65,000