Executive Assistant (Fast-Paced / High Attention to Detail)

Job Description

Job DescriptionDescription:

POSITION SUMMARY:

The Executive Administrative Assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as calendar management, preparing correspondence, receiving visitors, arranging conference calls and assisting in the coordination of meetings/retreats for executives. The position's responsibilities require personal qualities and interpersonal skills (i.e. customer service) necessary for effective relationship-building with a variety of customers, including the executive team, physicians, and members of the public.

SCHEDULE: The typical schedule for this role is Monday through Friday, 9:00 AM – 5:00 PM. However, flexibility is essential, as hours may vary based on the needs of the executive. Occasional early mornings, evenings, or weekend availability may be required.

CORE ESSENTIAL RESPONSIBILITIES:

• Represent the executive in meetings and communications as appropriate, ensuring alignment, accuracy, and timely follow-through.
• Exercise discretion and sound judgment in handling sensitive information, managing confidential matters, and making decisions on behalf of the executive.
• Prioritize and manage matters requiring executive attention; track follow-ups and ensure resolution of critical issues.
• Monitor and follow up on tasks and projects assigned to others; support progress tracking for initiatives sponsored by the executive.
• Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and speaking engagements.
• Coordinate travel logistics, including booking arrangements and processing reimbursements and invoices.
• Act as a liaison between the executive and internal/external stakeholders, including staff, vendors, consultants, and agencies.
• Screen and triage phone calls, emails, and visitors; provide responses or redirections with professionalism and diplomacy.
• Draft, edit, and prepare high-quality correspondence, reports, presentations, and executive-level documents.
• Compile, analyze, and summarize data from various sources to support informed decision-making.
• Support facility-wide supply and order management as needed.
• Coordinate and manage logistics for events, retreats, meetings, and special projects.

Requirements:

EDUCATION & EXPERIENCE:

• Bachelor’s degree or comparable relevant experience required.
• At least 5 years of experience as an Executive Assistant supporting C-Level Executives preferred
• Experienced with complex calendar management.

KNOWLEDGE, SKILLS OR ABILITIES:

• Executive level communication skills (written and oral), attention to detail, strong interpersonal skills required.
• Ability to function in a high-paced environment.
• Problem solver with critical thinking skills who can work independently.