The Executive Assistant provides specialized clerical, administrative, and secretarial support services to the Executive Administrator and other director-level employees who manage sensitive and confidential information and decisions. Must be a mature, professional, highly organized individual who is able to set priorities, work under pressure, and handle multiple tasks and interruptions. Must have a proven work history of communicating in a confidential environment. Must have demonstrated success in ability to coordinate and maintain corporate calendars, draft meeting minutes, and compose correspondence and legal documents.
1. Performs various secretarial, clerical, and administrative duties with specialized attention to the fact that the information, decisions, and communication involved may be sensitive or confidential.
2. Answers phone and greets visitors for executives.
3. Schedules meetings and appointments and maintains calendars for Executive Administrator and other directors.
4. Creates and maintains master calendar for the organization; coordinates use of all conference rooms.
5. Prepares for review contracts, other legal documents, meeting minutes, and confidential reports; distributes and/or acquires official signatures as required.
6. Maintains and files confidential records, contract negotiations, and any notes and data related to those files.
7. Manages checklists and all legal documentation necessary for new physicians, resigning physicians, new and retiring partners, etc.
8. Drafts and prepares agendas and memorandums as necessary.
9. Maintains rapport with physicians, management staff, employees, vendors, and patients.
10. Maintains and fulfills are requirements of Administration’s compliance plan.
11. Supports financial staff through mailing/distribution of checks and financial reports.
12. Coordinates corporate Christmas gifts to service providers and other designated recipients.
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