Executive Assistant

Job Description

JOB TITLE: Executive Assistant

EMPLOYER: MD Office Solutions, Corp.

DEPARTMENT: Corporate

STATUS: Non-Exempt, Full-time

REPORTS TO: Samia Arram, CEO & President

SUMMARY:

MD Office Solutions is seeking a highly organized, proactive, and resourceful Executive Assistant to support the CEO and President. This role is critical in ensuring efficient daily operations, facilitating communication, and providing administrative support to the company’s top executives. The ideal candidate will be a detail-oriented professional with exceptional multitasking skills, discretion, and the ability to thrive in a dynamic and growing cardiac mobile imaging environment.

DUTIES AND RESPONSIBILITIES:

• Administrative Support:
• Provides high-level administrative support and assistance to the President and CEO and/or other assigned leadership staff.
• Manage complex calendars, scheduling meetings, appointments, and travel arrangements for executives.
• Screen and prioritize emails, calls, and correspondence, ensuring timely responses and follow-ups.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Performs additional duties as assigned by President and CEO.
• Performs other related duties as assigned by other executives and management.
  
  

• Meeting Coordination:
• Plan, coordinate, and document executive meetings, including preparing agendas, recording minutes, and tracking action items.
• Act as the liaison for the CEO and President with internal teams and external stakeholders.
• Ensure meeting materials are prepared and distributed in advance.
  
  

• Travel, Transportation and Expense Management:
• Organize and manage travel itineraries, including flights, accommodations, and transportation.
• Drive CEO/President to meetings, client locations, the airport, and other destinations as required using a company van or vehicle.
• Process and reconcile expense reports in compliance with company policies.
• Project Management:
• Assist with strategic initiatives and special projects, including research, data collection, and status reporting.
• Track deadlines and ensure deliverables are met on time.
• Coordinate cross-functional collaboration on behalf of the CEO and President.
  
  

• Office Management and Event Support:
• Oversee the organization of executive office files, documents, and records.
• Plan and execute internal and external events, including client and staff engagements.
• Confidentiality and Discretion:
• Handle sensitive information with the utmost confidentiality and professionalism.
• Serve as a trusted partner, ensuring the CEO and President are equipped to make informed decisions.
  

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.
  
  

QUALIFICATIONS:

• Bachelor’s degree in business administration, communications, or a related field preferred.
• 5 years of experience as an Executive Assistant, preferably in healthcare or a similar industry.
• Exceptional organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Proven ability to work independently and as part of a team in a fast-paced environment.
• High level of discretion, professionalism, and integrity.
• A clean and valid driver’s license is required.
• Experience driving a company vehicle and transporting executives is preferred.

• Computer skills required:
• Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint, Publisher, etc.)
  
  

• Other skills required:
• At least five years of related experience required.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
  
  

• Key Competencies
• Adaptability & Problem-Solving: Adjusts to changes, manages competing demands, and develops effective solutions to challenges.
• Leadership & Teamwork: Inspires and motivates others, fosters collaboration, and contributes to team success.
• Communication: Communicates clearly and professionally in writing, speaking, and presentations, adapting to diverse audiences.
• Planning & Organization: Prioritizes tasks, manages time effectively, and ensures projects are completed on schedule.
• Customer Service & Interpersonal Skills: Responds promptly to needs, builds positive relationships, and handles conflicts constructively.
• Strategic Thinking & Innovation: Aligns actions with goals, adapts to changes, and drives continuous improvement through creative solutions.
• Dependability & Professionalism: Maintains reliability, meets commitments, and acts with integrity and respect.
• Quality & Efficiency: Ensures accuracy, monitors performance, and seeks opportunities to improve processes and outcomes.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand and walk.
• Frequently required to sit.
• Continually required to utilize hand and finger dexterity.
• Occasionally required to climb, balance, bend, stoop, kneel or crawl.
• Continually required to talk or hear.
• Occasionally work near moving mechanical parts.
• Occasionally works around fumes, airborne particles, or toxic chemicals.
• Occasionally exposed to outside weather conditions.
• Occasionally exposed to bloodborne and airborne pathogens or infectious materials.
• While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.
• The employee must (Select applicable)
• occasionally lift and/or move up to 50 pounds.
• frequently lift and/or move up to 10 pounds.
• continually lift and/or move up less than 5 pounds.
  

The job duties and responsibilities outlined are not exhaustive and may be subject to change based on the needs of the company.