Executive Assistant

Description:
SUMMARY:
The Executive Assistant completes a broad variety of administrative tasks for the CEO. This includes managing an extremely active calendar of appointments and composing and preparing correspondence that is sometimes confidential. Also planning, coordinating and ensuring the schedule is followed and respected. Prioritizes incoming calls and emails and determining who should respond. Researching, prioritizing and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive and confidential nature. Determining appropriate course of action, referral, or response. Providing a bridge for smooth communication between the executive offices and various departments; demonstrating leadership to maintain credibility, trust and support with physicians, senior management staff, employees, patients and families. Prioritizing conflicting needs; handling matters expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures.
PERSONAL CHARACTERISTICS:

1. Exemplary character
2. Effective communication skills
3. Flexible attitude, with strong capability to multi-task and prioritize
4. Exceptional organizational and strong interpersonal skills
5. Ability to maintain confidentiality

Requirements:
PREFERRED QUALIFICATIONS:

1. Bachelor’s Degree preferred, Associate Degree in Business Administration or equivalent experience accepted
2. Experience with Microsoft Office Suite including Word, Outlook, and Power Point
3. Experience with Time and Attendance systems
4. Maintain a rigorous work schedule including deadlines and numerous, simultaneous deadlines on time
5. Work independently with limited supervision
6. Express ideas in a clear and concise manner
7. Interact with all levels of internal management and staff, as well as outside clients and vendors
8. Act as liaison between managers and executives
9. Demonstrate ability and temperament to work with sensitive information
10. Critical thinking: uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems

POSITION REQUIREMENTS:

1. Screen and prioritize the executive’s mail, email, voicemail and appointments using expert judgment and knowledge.
2. Prioritize incoming calls and emails and determine whether someone other than the CEO can or should respond.
3. Add requested meetings on CEO’s calendar with location, agenda, time, and any relevant detail.
4. Screen incoming calls and deciding appropriately who will speak to the CEO.
5. Coordinate and facilitate both internal and external meetings and events; including catering, travel, and hotel arrangements.
6. Send high quality emails and messages to physicians, employees, and outside parties on behalf of the CEO.
7. Represent the clinic to internal and external constituencies and organizations including various public officials, legislators, representatives from regulatory agencies, other healthcare executives, physicians, and clinical staff
8. Act as a liaison between managers, COO, CFO, and CEO.
9. Compose correspondence that is sometimes confidential which would have immediate negative impact on the company operations, performance, or value if shared beyond its intended audience.
10. Process invoices and T&E expense claims for CEO. Ensure all policies are followed and items are processed within provided guidelines.
11. Maintain current organizational charts and executive biography.
12. Handle regular activities without prompting, and advise in advance concerning issues or delays.
13. Assist in editing meeting presentation materials including printing and binding.
14. Work cooperatively with administrative team, in positive partnership to back up each other smoothly.
15. Obtain signatures on all physician employment contracts.
16. Attend meetings to take minutes and document action items.
17. Maintain record keeping system including files and computerized records to ensure accurate, accessible, and up-to-date records.
18. Prepare reports and assist management with report preparation, typed drafts and final copy for signature from hand-written or revised documents or from dictation, to increase Executive productivity.
19. Prepare and submit expense reports on the CEOs behalf, which involved independently contacting vendors as necessary to obtain receipts for accounting

20. Maintain supplies, equipment requisitions and maintenance, and other activities for the Executive to ensure the maximum productivity with minimum interruptions to workflow.
21. Independently develop presentations for Executive to deliver.
22. Plan, organize, and coordinate the administrative aspects of the Executives’ office functions.
23. Time & Attendance input and payroll approval for CEO, COO, and CFO.
24. Coordinate with real estate vendors, contractors, and architects to stay up to date on all projects.
25. Oversee project management software to collect data from administrative team on project updates monthly.
26. Coordinate catering for meetings with Officers and managers.
27. Collaborate with administrative team to prepare annual report and plan.
28. Use and allocate credit card charges through First Citizens’ online system.
29. Attend non-profit meetings and give updates to CEO.
30. Assist in ordering supplies, procuring event space, and participating in non-profit.
31. Effectively communicate meeting times, agendas, and packets with physicians and administration through Teams.
32. Coordinate standing committee meetings, chairs, and members each year.
33. Collect responses on Survey Monkey about upcoming initiatives.
34. Communicate with HR to be aware of upcoming and onboarding new physicians.
Availability, during and outside of work hours, including while on PTO, is expected, within reason, for the continuation of efficient clinic operations
Employee will perform services for Pinehurst Surgical Clinic that may require Pinehurst Surgical Clinic to disclose confidential and proprietary information to the employee. The employee will hold the confidential information in strict confidence, will exercise a reasonable degree of care to prevent disclosures to others, will not disclose or divulge either directly or indirectly the confidential information to others unless first authorized to do so in writing by management, will not reproduce the confidential Information nor use this information commercially or for any purpose other than the performance of his/her duties for Pinehurst Surgical Clinic, and will, upon request or upon termination of his/her relationship with Pinehurst Surgical Clinic, deliver to Pinehurst Surgical Clinic any notes, documents, equipment, and materials received from Pinehurst Surgical Clinic or originating from employment with Pinehurst Surgical Clinic.
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