Executive Administrative Assistant

Job Title: Executive Administrative Assistant to the Chief Financial Officer of DFW Physicians Medical Associates

The Executive Assistant Candidate must be open to do the following: on demand administrative tasks, assist in meetings and appointments, project-based tasks, manage multiple administrative projects at one time, practice high level confidentiality tasks, and have a proven track record of stable job history.

Essential Job Duties & Responsibilities:

MUST BE HIGHLY EFFICIENT IN EXCEL AND WORD (MUST BE ABLE TO PASS AN EXCEL AND WORD ADMIN TEST)

• Model aligned and professional behavior, communicating with utmost professionalism at all times, and following all company policies/process without exception.
• Observe, document, and report all occurrences of employees when there is non-compliance with company policy, process, or following appropriate chain of command.
• Professionally interact with staff (at all levels) in a fast-paced office environment, sometimes under pressure while remaining flexible, proactive, resourceful, and efficient.

*

Responsible for:

• Heavy calendar management, organizing and scheduling Board Meetings, as well as Earnings calls, meetings with Managers/Supervisors, and employees as needed. Requires professional interaction with internal and external executives (and assistants), as well as consultants to coordinate meetings.
• Schedule/book Travel
• Attend all MSO Board and Company Meetings. During meetings the Executive assistant’s role will be to provide an appropriate agenda as well as take thorough meeting notes that document progress or issues of importance. Attend Weekly Meeting as requested.
• Assist with the preparation of presentation materials using Power Point, MS Office Software, and other software as necessary.
• Assist with various needs on projects including Outreach, Network and acquisition-based projects.
• Financial Sheets prep, Financial Posting
• Track and Log Invoices
• Invoice Reconciliation
• Track and Log Receipts
• Tracking employee time management
• Scanning and faxing documents
• Coordinating professionally with third party vendors to ensure deadlines are met and documentation is completed accurately
• Coordinating with legal, upon request, to create documents, coordinate meetings, and ensure compliance and ethics standards are met
• Present PTO requests mileage forms, and any applicable reimbursement forms in a timely manner to ensure documents are reviewed prior to their deadline
• Clinical software projects
• Real estate and property management and planning projects
• Must have knowledge of the latest Office 365 ( Microsoft 11 ) and must be proficient in this application.

Executive Assistant must be able to:

• Be efficient with errand runs or appointments.
• Be productive despite constant changes due to corporate restructuring and exponential growth.
• Professionally deliver critical information using superior written and verbal communication skills.
• Execute effective decision making and provide strong attention to detail.
• Prioritize and manage multiple projects simultaneously.
• Consistently meet project deadlines and efficiently communicate on project progress
• Provide frequent status updates on items and follow through on issues in a timely fashion.
• Take initiative on requests and inquiries of an administrative nature.
• Other duties as assigned.

Minimum Job Qualifications (unless otherwise noted):

• 2 years’ experience supporting one or more executives in an assistant role.
• Must be able to pass a rigorous background check
• Must be able to pass a serology drug test
• Strong knowledge of MS Power Point, Excel, Outlook and Word.
• Quickly learn and work effectively with Executives communication style and business needs (regarding scheduling, meetings, etc.).
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Work under direction with proven ability to accomplish task within deadline specifications.
• Superior written and verbal communication skills.
• Proven critical thinking, decision making, and time management skills.
• Proficient use of office computers and Microsoft office software.
• Excellent organizational and analytical skills.
• Experience successfully creating and/or modifying processes preferred.

Education Requirements:

• Bachelor’s degree or higher required (or equivalent work experience).
• Proficiency in Microsoft Office applications, Microsoft 365, Microsoft exchange, with advanced Microsoft Excel skills.
• Must have EXCELLENT grammatical skills and proficiency in writing. This includes spelling, sentence structure, drafting documents such as emails, letters, legal documentation, policies, protocols, Meeting Minutes, and other applicable documents.
• Typing Speed Requirement: 60-80 WPM

Physical & Environmental Requirements:

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 functions.

• Fast paced, high-volume professional office environment with frequent interruptions.
• Proficient use of office equipment including computers, copiers, fax machines and multi-line telephones.
• Ability to communicate effectively via spoken, written and electronic means.
• Ability to stand or sit for extended periods of time.
• MUST BE POLISHED AND PROFESSIONAL
• Must have excellent COMMUNICATION SKILLS
• MUST BE HIGHLY ORGANIZED AND DETAIL ORIENTED
• Self-motivated, reliable and paying attention to detail is a must.
• Must have reliable transportation, valid driver's license for Personal and Business errands
• Must be able to travel to various clinic locations Frisco, Fort Worth and Corpus Christi when necessary

Job Type: Full-time

This is a full-time position.

Benefits:

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

Schedule:

• 8 hour shift
• On call
• Weekend availability
• Working during the evenings daily

Willingness to travel:

• 100% (Required)

Work Location: In person

Pay: Salary Equivalent of $22.00 - $25.00 per hour

*Salary is highly competitive (salary is computational based off level of applicable experience)

Expected hours: 50 – 75 per week

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 50 – 75 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• On a scale from 1-10 , what is your experience with Excel?
• On a scale from 1-10 , what is your experience with Word?
• On a scale from 1-10 , what is your experience with microsoft 365?

Work Location: In person

Salary : $22 - $25