Executive Administrative Assistant

Job Overview:

We are seeking a proactive, highly organized, and detail-oriented Executive Administrative Assistant to provide direct support to the AVP of Operations and the broader executive leadership team. This role will be based in our Burnsville office with some flexibility in working remotely approximately 1 day per week based on business needs.  Use your passion, organizational skills, and proactive nature to support the leadership team at Valley Medical. Your skills and positive attitude will be essential to help accelerate our ability to meet our goals.  This role requires a polished professional with strong communication skills, sound judgment, and the ability to manage multiple priorities and projects in a fast-paced, dynamic healthcare environment.

The ideal candidate will demonstrate discretion, adaptability, and a solutions-focused mindset while providing seamless administrative support. Flexibility to rotate to clinic locations within the Twin Cities area is required, as needed.

Primary Responsibility:

• Provide high-level administrative support to executive leadership, including calendar management, meeting coordination, and correspondence.
• Draft and distribute internal memos, notices, and leadership updates.
• Autonomy & Decision-Making: Makes decisions on routine matters, provides recommendations to leadership.
• Coordinate with building management to ensure a safe, secure, and well-maintained office space.
• Draft, proofread, and prepare internal and external communications, reports, and presentations on behalf of leadership.
• Serve as a liaison between executives, staff, patients, and external partners.
• Gather, compile and report on information relevant to VP’s assignments (Organizational KPI’s, clinic utilization, etc.)
• Maintain accurate records and documentation related to confidential files, HR paperwork, handling sensitive information with discretion.
• Manage incoming communications and respond or route appropriately.

• Schedule and coordinate cross-functional meetings, departmental updates, and executive sessions.
• Prepare meeting materials, including agendas, presentations, and handouts.
• Take meeting minutes, track action items, and follow up to ensure timely completion.
• Monitor project deadlines, deliverables, and task assignments.
• Support the coordination and execution of internal projects and strategic initiatives.
• Use problem solving skills for process improvement in systems, processes, and communications
• Coordinate with HR, and Hiring Leader to schedule interviews, complete onboarding verification checks. 
• Maintain current org charts, and email distribution lists

• Assist with general office operations, including ordering supplies, coordinating services, and maintaining inventory levels.
• Communicate with vendors to order office supplies, medical equipment, and other resources.
• Maintain vendor relationships, track service contracts, and manage renewals.
• Obtain quotes, compare pricing, and support vendor selection.

• Review invoices and payment requests for accuracy and completeness.
• Coordinate with Accounting Department to ensure timely processing of payments and checks.
• Assist with vendor billing questions and follow-up on outstanding payments.

• Assist in planning and executing company meetings, staff appreciation events, and company events.
• Coordinate and book travel arrangements, accommodations, and itineraries.

• Implement and oversee special projects and other duties as assigned.
• Perform general administrative tasks and provide cross-departmental support as needed.

Preferred Skills and Knowledge:

• Bachelor's degree or higher in health administration, or business administration with an emphasis in health care, and two or more years of administrative experience in a clinic setting.  

Required Education, Experience and Credentials:

• Proven experience (4 years) as an Administrative Assistant or similar role.
• Prior experience in healthcare, medical office, or wellness environment strongly preferred
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with EMRs or healthcare systems is a plus
• Excellent organizational, time management, problem-solving skills and critical thinking
• Strong verbal and written communication abilities
• Ability to maintain a high level of confidentiality and professionalism
• Flexible, dependable, and capable of working independently
• Highly effective interpersonal, communication, assessment, evaluation, and documentation skills.
• Ability to communicate effectively both verbally and in writing.
• Ability to lead and work in a multidisciplinary diverse team.
• Ability to work in a fast-paced environment.
• Understanding of health care systems
• Excellent organizational skills
• Excellent interpersonal skills

Additional Position Details: (hours, locations, commute)

• Standard work hours Monday through Friday from 8 a.m. to 4:30 p.m. and other hours as necessary to support and oversee business operations and initiatives.
• As needed, or accessible to other leadership and supervisors for event escalation of business decisions outside of the hours indicated above.
• This position requires working on-site and rotating between Twin Cities locations. 

·       Ability to work on a holiday as part of a rotation.

Benefits Include:

• Competitive Salary
• Medical, Dental and Vision
• Cell phone reimbursement
• 401K
• Discretionary Profit Sharing
• Life Insurance/Disability
• Paid Time Off
• Paid Holidays

FLSA Status: Exempt

Compensation:  $50,000-$70,000.00 annually.  The compensation range represents the low and high end of the base compensation range for this position. Actual compensation will vary and may be above or below the range based on various factors including but not limited to location, experience, qualifications, education, internal equity and business needs. 

Salary : $50,000 - $70,000