Executive Assistant

Description

Company Overview

Urology of Virginia (UVA) has a long history of providing comprehensive and quality care to the entire Hampton Roads region, including northeastern North Carolina. Our clinical care team consists of board-certified urologists, most of whom are fellowship-trained, nationally recognized, awarded, and published. Working in a team-based environment, our mission is to help patients optimize their urological health.

Job Overview

Under the direction of the Chief Executive Officer (CEO), this position is responsible for managing a variety of administrative tasks, screening, and prioritizing communication from external and internal sources, organizing and maintaining the administrative operations. This position will also provide administrative support as needed to the Chief Operations Officer, Chief Clinical Officer, and Chief Financial Officer. This position will work with highly sensitive information and is entrusted to manage critical tasks as needed.

Duties And Responsibilities

• Compiles, edits, and prepares documents, correspondence, and presentations
• Answers inquiries and takes concise phone messages. Refers callers/visitors to appropriate individuals
• Manages the CEO’s schedule to include coordinating meetings and arrangements for the CEO and participants. Manage arrangements for professional meetings, seminars, and special events (travel, lodging, registration) as requested
• Manages the CEO’s daily schedule, aligning with current priorities and deadlines
• Maintains a system that alerts CEO of upcoming deadlines, incoming requests, and events
• Schedules meetings, appointments, etc. as required. Notifies attendees of meeting purpose, time, place, preparation of agenda
• Attend meetings as assigned, records, and distributes meeting minutes
• Coordinates lunches or dinners as required. Manage set-up and break-down on in-house meetings
• Ensures adequate inventory of office supplies and equipment
• Mail: receives, sorts, and distributes all internal and external mail
• Visitors/Vendors: coordinates with reception the arrival of any visitors, greets them in a professional and courteous manner and informs administration of their arrival
• Uses judgment in assessing the urgency and relevance of problems and matters brought to the CEO
• Maintains strict confidentiality
• Provide support with projects and other tasks to other C-Suite executives as needed
• Establish and maintain effective working relationships and function as a liaison with all providers, co-workers, patients and their families, members of the local health care community and the general public
  
  

Requirements

Required License/Experience/Skills

• High school diploma or equivalent
• Minimum 3 years’ related experience, preferably in a medical office setting.
• Advanced level of proficiency in Microsoft products required: Word, Excel, and Power Point
• Demonstrated calendar management skills, including the coordination of complex executive meetings
• Ability to communicate effectively and professionally, both verbally and in writing, to both internal and external customers
• Excellent organizational, prioritization, and time management abilities
• Ability to multi-task and remain productive despite interruptions
• Ability to meet deadlines and work independently
• Detail oriented with a commitment to accuracy
• Ability to maintain confidentiality of any and all information encountered
• Ability to represent the practice in a professional and responsible manner internally and in public
  
  

Equal employment opportunity for all is a very important philosophy for our practice. We will evaluate all applicants and employees without regard to race, color, religion, national origin, sex, age, non-disqualifying disability, history of military service, genetic information, or any other status protected by law. This policy applies to all employment practices, including, but not limited to, recruitment, employment, assignments, promotions, reassignments or transfers, disciplinary matters, establishment of rates of pay or other compensation, and selection for training programs.