Executive Assistant

Executive Assistant

Position

Summary

The Executive Administrative Assistant enhances executives’ effectiveness by support, representing the executives to others and performing administrative duties for the executive management team. Responsibilities will include managing calendars; making travel arrangements, meeting and event arrangements; preparing minutes, reports and, and customer relations. This role requires strong computer and internet research skills, scheduling flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management, staff, and outside clients and vendors. Sensitivity to confidential matters is required.

Essential Functions:Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintains executive calendars by planning and scheduling meetings, conferences, teleconferences, travel, and other appointments; coordinates meeting rooms, outside bookings, catering, and other logistical arrangements.
• Provides administrative support for executives and committees, including preparing Board packets, coordinating meeting materials, attending meetings, and preparing and distributing minutes.
• Exhibits excellent customer service skills, welcomes guests by greeting them, in person or on the telephone; answering or directing inquiries.
• Prepares reports and other materials by collecting and analyzing information.
• Routes correspondence throughout Sound Family Medicine.
• Manages deadlines effectively with the ability to multitask while maintaining accuracy, organization, and attention to detail.
• Projects a positive image of Sound Family Medicine by assuring proper maintenance, cleanliness and security of meeting areas, desk, equipment, etc.
• Maintains confidentiality in performing assignments relative to any information received directly or indirectly. Ensure that all information regarding patients, staff and organizational matters is kept confidential.
• Perform other duties as needed or assigned.

Competencies/

Skills

• Teamwork
• Communication
• Decision Making/Problem Solving
• Job Knowledge
• Dependability
• Productivity
• Caring
• Intentional
• Integrity

Supervisory

Responsibilities

This position does not have any supervisory responsibilities. Work Environment:

This position will work in an office environment with a moderate noise level. This role will interact with patients, coworkers, venders, and the public. This role will use standard office equipment such as computers, phones, copiers, filing cabinets, and fax machines. Must be able to communicate in fluently in English when writing and speaking.

Physical Demands:

Reasonable accommodations may be made to enable individual with disabilities to perform the physical requirements of this position. This position is primarily a sedentary role; however, this position needs to file, communicate over the phone and in-person, and use standard office equipment. This position may be required to lift up to 15-20 pounds. Travel:

Minimal local travel between clinics may be needed for this position.

Education and Experience:

• Education:
• High School Diploma or Equivalent: required.
• Bachelor's degree in business administration, health care administration or related field of study: preferred
• Experience:
• 3+ years of Executive Assistant experience: Preferred

Other Duties:This is not a comprehensive list of all duties, responsibilities, or activities that may be required for this position. Position requirements including duties, responsibilities, or activities may change at any time, with or without notice. Sound Family Medicine is a smoke-free, drug-free workplace. All employment offers are conditioned upon acceptable pre-employment drug tests which include testing for the use of marijuana and nicotine. As part of our commitment to a healthy workplace, we require employees to obtain an annual flu immunization.