Executive Assistant

Position Overview:
The Executive Assistant provides administrative support to the leadership and executive teams within Kidney Specialists of Minnesota (KSM). The ideal candidate will exhibit strong organizational, communication, and time-management skills, with a keen attention to detail. This role involves coordinating meetings, managing complex calendars, handling logistics for events, and supporting operational functions. The Executive Assistant will be proactive while maintaining a high standard of professionalism, confidentiality, and alignment with the company’s core values: excellence, integrity, innovation, teamwork, respect, leadership, communication, and patient-centered service. This benefits-eligible position offers health insurance, paid time off, mileage reimbursement, and 401k with a company match.

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Scheduling and Coordination:

• Manage and maintain the calendars for the COO and Physician President, scheduling 1:1 meetings, recurring and ad hoc meetings with internal and external stakeholders.
• Coordinate all aspects of Shareholder, Executive Committee, Misc. Committee, Leadership, and All Staff meetings, including scheduling, agenda preparation, logistics (including meals when required), minute-taking, and tracking action items as required.
• Plan and organize travel arrangements for executives.

Operational Support:

• Maintain and regularly update the practice's contact list to ensure accuracy and currency.
• Update partner organizations and scheduling systems related to provider early/late calls, call swaps, holiday call schedules, and related provider meetings.
• Manage office supplies inventory, placing orders as necessary to ensure a consistent supply of materials.
• Restocking refreshments in board room, physician, and COO office as needed.
• Serve as the point of contact for building maintenance requests across all locations, ensuring timely resolution.
• Update letterheads, send out holiday cards, and coordinate business card orders for the leadership team.
• Create new folders and manage document organization on the shared drive to maintain efficient and accessible filing systems.
• Oversee medical records audits related to insurance, including external requests and documentation of diagnoses.
• Facilitate distribution, appropriate signing, and subsequent saving and organization of documents for providers and leadership.
• Create and maintain agendas, distribute materials, and take clear, accurate meeting minutes as needed.
• Order name plates for new staff and providers as needed.

Provider Support:

• Coordinate and manage onboarding schedules for new providers, including meeting invitations, document organization, and communication with relevant teams.
• Order provider lab coats and related items, ensuring timely delivery and proper fit.
• Ensure physician headshots are up-to-date and framed for display in the lobby.
• Oversee the creation of business cards and signature stamps for new providers and ensure proper distribution.

Event Planning & Special Projects (as assigned):

• Coordinate and execute internal and external events, including collaborations with the National Kidney Foundation, Evergreen, and the KSM social committee.
• Lead or assist with special projects as directed by the COO or Physician President, contributing to the advancement of strategic initiatives and organizational goals.

• Proven experience as an Executive Assistant or in a similar administrative support role.
• Exceptional organizational skills and the ability to prioritize and manage multiple tasks in a fast-paced environment.
• Strong verbal and written communication skills, with a professional and diplomatic demeanor.
• Ability to maintain confidentiality and exercise discretion in sensitive matters.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite.
• Experience with Docusign, document management systems, and project management tools is preferred.
• Strong problem-solving skills and the ability to work independently as well as part of a team.

• Ability to sit or stand for extended periods.
• Occasional lifting (up to 25 lbs) may be required for supplies, event materials, or other administrative needs.

• A fast-paced, professional office environment requiring efficiency, flexibility, and strong time management.
• The role requires adaptability to accommodate the needs and schedule demands of the executive team and organizational priorities.

This role is primarily based out of our Brooklyn Center clinic location but float to other clinics across metro as needed.

Job Type: Full-time

Pay: $22.96 - $27.46 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Experience:

• Executive administrative support: 1 year (Preferred)

Ability to Commute:

• Minneapolis, MN 55430 (Required)

Ability to Relocate:

• Minneapolis, MN 55430: Relocate before starting work (Preferred)

Work Location: In person

Salary : $23 - $27