What are the responsibilities and job description for the Executive Assistant position at Ready Rebound?
The Executive Assistant/Office Manager reports directly to the CEO and is responsible for performing a number of administrative and office managerial duties. Acting as the point of contact among executives, employees, clients and other external partners, the ideal candidate is resourceful, innovative and proactive.
Description
Job Title: Executive Assistant/Office Manager
Department: Operations/Administration
Schedule: Full-Time / Onsite (with flexible schedule)
Mission
To deliver expedited, high-quality healthcare advocacy, person to person, heart to heart
Who we are
Ready Rebound is a national leader in healthcare navigation and support, dedicated to revolutionizing the way healthcare is delivered to our First Responders. Our commitment is rooted in providing elite healthcare navigation services to the heroes who put themselves on the front lines every day, including fire, police, and public works.
Our team works tirelessly to support first responders' health and well-being, ensuring prompt and effective treatment for injuries sustained in the line of duty. With a focus on delivering exceptional care, Ready Rebound is at the forefront of a healthcare revolution aimed at transforming the lives of those who dedicate themselves to saving others.
Ready Rebound is seeking passionate individuals to join our team in Milwaukee, WI. As a crucial member of our organization, you will play a pivotal role in expanding our mission to provide healthcare navigation and support to first responders nationwide. This position offers a unique opportunity to contribute to a meaningful cause while advancing your career in the healthcare industry. Join us in making a difference and supporting the well-being of those who dedicate their lives to serving and protecting our communities.
About the Executive Assistant/Office Manager role:
The Executive Assistant/Office Manager reports directly to the CEO and is responsible for performing a number of administrative and office managerial duties. Acting as the point of contact among executives, employees, clients and other external partners, the ideal candidate is resourceful, innovative and proactive. Highly organized, self-motivated, professional and capable of a dynamic workflow that involves prioritizing tasks most effectively and efficiently. They must think independently to make decisions under pressure. Willingness to take ownership and navigate new business relationships and see them to fruition. Ensures the highest quality standards falls soundly within the Ready Rebound mission statement.
Executive Assistant Responsibilities:
CEO Support:
- Proactively manage and coordinate the CEO's calendar, ensuring optimal use of time and alignment with organizational priorities.
- Schedule and organize internal and external meetings, appointments, and events.
- Anticipate scheduling conflicts and provide viable solutions.
- Manage communication flow, ensuring timely responses and dissemination of information.
- Screen and prioritize emails, calls, and other correspondence.
- Draft and send professional and courteous responses to important external and internal stakeholders, properly conveying the CEO’s sentiment and intent.
Executive Leadership Team (ELT) Support:
- Organize, track and manage bi-weekly Executive Team Leadership (ELT) meetings.
- Ensure content is sourced across the ELT Members to ensure a robust and effective ELT Meeting.
- Capture content and summary actions for ELT Members as critical decisions are made and proper follow-up is implemented for successive ELT Meetings.
Board of Directors and Investors Support:
- Work closely with Ready Rebound Board of Directors and Investors and their respective administrative support to coordinate across various calendars.
- Attend and capture notes and action items necessary for ongoing movement of company priorities and strategic initiatives.
Company-Wide Support:
- Organize and coordinate meeting prep for monthly All Staff Meetings.
- Develop efficiencies that smooth multi-departmental input for All Staff Meeting content.
- Coordinate prep meetings to ensure they are efficient and effective for all stakeholders contributing and presenting for month All Staff Meetings.
- Ensure all new hires to the company are included in all upcoming All Staff Meeting invites.
Office Management Admin Duties
- Oversee day-to-day office operations, including supplies, equipment, and facilities.
- Manage close relationships with landlord, facilities manager, janitorial services to ensure office is clean, professional and welcoming.
- Ensure timely payment of rent, utilities and parking.
- Work with and manage weekly in-office action teams to keep kitchen and common spaces clean, organized and stocked with ready supplies.
Strong Attention to Pattern Recognition
- Skill and ability to recognize top-down priorities over time to help the Executive Leadership Team prioritize on the most important things for the company.
Confidentiality and Discretion:
- Handle sensitive information with the utmost confidentiality and discretion.
- Act as a trusted advisor to the executive team, maintaining a high level of professionalism and integrity.
Travel Coordination:
- Arrange travel logistics, accommodations, and itineraries for the CEO and executive leadership team.
- Coordinate travel arrangements: prepare trip logistics and maintain detailed itineraries
Meeting Preparation:
- Prepare agendas, materials, and presentations for meetings and document key discussions, decisions, and action items.
Project Management:
- Assist in coordinating special projects and initiatives, ensuring deadlines are met.
- Conduct research, compile data, and prepare reports as needed.
Requirements and Preferred Experience:
- Associate degree required
- 4-6 years of C-level executive support experience
- Advanced proficiency in Microsoft Office Suite, Zoom, MS Teams
- Superior communication skills, both verbal and written
- Excellent ability to handle confidential information with discretion and sensitivity
- Demonstrated ability to multi-task and prioritize in a fast-paced environment
- Adaptive and flexible on short notice changes and updates, as needed
- Problem-solving and resourceful professional that can manage and identify viable solutions with minimal supervision
- Strong time management and organizational skills
- Track record of working in a fast-paced environment while balancing internal procedures and process improvements, all while collaborating with team members
- Excellent interpersonal skills including verbal and written communication skills, teamwork, and customer service skills
Benefits and perks: Medical/Dental/Vision, Company Stock/Equity, 401K Plan, Life and Short/Long term disability insurance, Unlimited PTO, Parental Leave policy, flexible and fun work environment and more!
Ready Rebound is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
