Executive Administrative Assistant

The Executive Administrative Assistant is a dynamic role that provides comprehensive support to both the Chief Operating Officer (COO) and the Chief Medical Officer (CMO). This position requires strong written and verbal communication, administrative and organizational skills, and the ability to maintain balance among multiple priorities.
The Assistant to the COO and CMO must have the ability to work independently with minimal direction and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with discretion. The role is vital in ensuring that the COO and CMO can focus on their strategic leadership tasks while the administrative staff manages the operational and logistical aspects efficiently.

Job Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Schedule and Calendar Management:
  • Organizing and maintaining the COO and CMO's schedules, including coordinating meetings, speaking engagements, conferences, teleconferences, and travel arrangements.
  • Prioritizing their commitments and ensuring effective time management.
• Administrative Support:
  • Performing administrative duties to assist the COO and CMO in their roles, including communicating and corresponding with key stakeholders (e.g., board members, provider candidates, department heads).
  • Managing confidential information with discretion and professionalism.
  • Time and attendance data management.
• Expense Management:
  • Consolidating and submitting monthly expense reports for the COO and CMO to ensure timely processing and adherence to financial policies.
• Administrative Oversight:
  • Planning, coordinating, and managing daily administrative functions, ensuring a smooth workflow and alignment with the organization’s core values, including delivering an excellent guest and patient experience.
  • Providing support as needed to the larger team and collaborating with different departments to keep processes running efficiently.
• Clinical Operations Support (Specific to the CMO):
  • Assisting the CMO with responsibilities related to clinical operations oversight. This includes internal and ongoing reporting, maintaining provider records, tracking metrics, and corresponding with clinical staff.
  • Managing and coordinating the annual on-call schedule for physicians, ensuring proper coverage and communication of duties.
• Backup Support:
  • Providing backup coverage for corporate administrative functions when needed, ensuring seamless transitions and consistent operations.
• Additional Duties:
  • Flexibility in handling other duties as assigned, depending on organizational needs, or changing priorities.

Required Skills and Qualifications

• Education and Experience:
  • An Associate’s degree is preferred, while a Bachelor’s Degree is highly preferred.
  • Five to seven years of experience supporting and working with C-level executives, preferably in healthcare and/or nonprofit organizations.
  • Proven experience as a Senior Executive Assistant or Executive Administrative Assistant in demanding environments.
• Technical Proficiency:
  • Experience using office equipment, including online calendars, email, and file-sharing systems.
  • Proficiency in programs such as Microsoft Word, Excel, PowerPoint, TEAMS, and Outlook.
  • Familiarity with scheduling tools and systems to streamline executive schedules.
• Organizational and Administrative Skills:
  • Strong organizational skills with the ability to perform and prioritize multiple tasks seamlessly while maintaining a high level of diligence.
  • Ability to independently manage time, projects, and priorities effectively.
  • Capacity to work after regular business hours and occasionally on weekends, as needed.
• Interpersonal and Communication Skills:
  • Very strong interpersonal skills with the ability to build and maintain relationships with a diverse range of stakeholders.
  • Excellent verbal and written communication skills, with the ability to write effectively in all forms of written communication with minimal oversight.
  • Ability to engage diplomatically and professionally with staff at all levels.

Skills

• Software Proficiency:
  • Must have strong proficiency in using Microsoft Office programs, including Word, Excel, PowerPoint, TEAMS, and Outlook.
• Organizational and Multitasking Abilities:
  • Strong organizational and multitasking abilities, essential for balancing various duties and responsibilities efficiently.
• Communication:
  • Excellent verbal and written communication skills are necessary for effective correspondence and documentation.
• Teamwork and Independence:
  • Ability to work both independently and collaboratively within a team environment, contributing to shared goals and initiatives.
• Problem-Solving:
  • Strong critical thinking skills with keen diligence, ensuring issues are resolved quickly and accurately.

Personal Attributes

• Confidentiality and Discretion:
  • Must manage sensitive information with discretion and uphold the highest standards of confidentiality when managing internal and external matters.
• Initiative-taking:
  • An initiative-taking and self-motivated individual with a strong sense of initiative to anticipate the needs of executives and the organization.
• Adaptability:
  • Adaptable and able to thrive in a dynamic work environment, adjusting to shifting priorities and demands.
• Professionalism:
  • A professional demeanor, focused on delivering high-quality administrative support and ensuring the smooth operation of the office.