Executive Assistant to CEO

Description

The Executive Assistant plays a key role in supporting the Chief Executive Officer by providing top-level administrative assistance. This includes managing calendars, coordinating travel, handling confidential communications, assisting with presentations, and acting as a trusted gatekeeper—prioritizing and directing incoming requests while ensuring discretion and strict confidentiality at all times.

Duties & Responsibilities

• Schedule and organize complex activities such as meetings, travel, conferences, and department activities for all members of the department.
• Establish, develop, maintain, and update filing system for the department. Retrieves information from files when needed. Establishes, develops, maintains, and updates library of trade journals and magazines.
• Organize and prioritizes large volumes of information and calls.
• Sort and distribute mail. Opens mail for the President. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
• Act as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
• Work independently and within a team on special nonrecurring and ongoing projects. Act as project manager for special projects, at the request of the executive, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Organize onsite and offsite meetings, ensuring material, equipment, food, etc. are coordinated.
• Perform other duties as assigned.
• All employees are expected to protect the confidentiality of patient health information

Qualifications

• Advanced technical proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other productivity tools, with a strong understanding of office software and systems.
• Excellent verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders at all levels.
• Minimum 5 years of experience managing multiple complex calendars and handling correspondence, with a high level of attention to detail and the ability to prioritize effectively.
• Proven experience in organizing high-level events, including scheduling, venue selection, managing logistics, preparing materials, and coordinating with vendors to ensure smooth execution.
• A high level of professionalism and discretion, with the ability to handle sensitive information with confidentiality and integrity.
• Strong problem-solving skills with the ability to anticipate needs, identify potential challenges, and proactively implement effective solutions.
• Demonstrated ability to adapt to the dynamic needs of an executive, collaborating seamlessly with various departments to ensure smooth operations and meet executive requirements.