Summary: The Executive Assistant is responsible for a high volume of tasks and projects, including but not limited to: maintain and organize calendars, meetings, travel and conference arrangements; timely and effective communication with a wide variety of internal and external audiences; compose and send correspondence requiring independent judgment and knowledge of practice operations and procedures including editing content of documents and presentation materials; work on special projects; work closely with reporting department managers and other senior level staff in assigned tasks and maintain confidentiality at all times. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Essential Duties and Responsibilities include the following.
•Provides a bridge for smooth communication between the CEO’s, COO’s, and Medical Director’s offices and internal departments; demonstrating leadership to maintain credibility, trust and support with management staff and Board of Directors.
•Works closely and effectively with the CEO, COO, and Medical Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO, COO, and Medical Director updated.
•Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, COO, and Medical Director some of which may have organizational impact.
•Schedules meetings and reserves conference rooms for CEO, COO, and Medical Director and department managers, including coordinating with multiple companies and resources.
•Provides administrative support to the NWMS Board of Director’s (transcribes meeting minutes, file corporate documents, and performs other projects as assigned.)
•Prioritizes conflicting needs; handles matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
•Responsible for confidential and time sensitive material.
•Employee is required to adhere to NWMS’s Corporate Compliance Standards of Conduct.
•Each employee is responsible for knowing about the corporate compliance program, its importance and to report possible violations through the prescribed lines of communication as outlined in corporate policy. Employees that report compliance concerns may do so without fear of retribution;
•Employee is to immediately report any non-compliance issues to management in accordance with the organizations Internal Communication Policy; and
•An employee’s failure to adhere to the organization’s policies and procedures addressing compliance may result in corrective and/or disciplinary action up to and including termination of employment.
•Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s, COO’s, and Medical Director’s ability to effectively lead the company.
•Attends regular staff and Management Board meetings
•Attends continuing education courses as requested
•Performs additional duties as requested by the CEO, COO, and Medical Director
•Serves as the CEO’s, COO’s, and Medical Director’s administrative liaison to Northwest Medical Specialties board of directors
•Assists board members with travel arrangements, lodging, and meal planning as needed
•Perform other duties as assigned by management
**To ensure the safety of NWMS’ vulnerable patient populations, we require post-offer proof and/or completion of various vaccinations such as the flu shot and COVID-19. Any requests to be exempted from these requirements will be reviewed by Human Resources and determined on a case-by-case basis.
Job Type: Full-time
Pay: $65,500.00 - $87,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Paid time off
Schedule:
- 10 hour shift
- 8 hour shift
- Monday to Friday
- Weekends as needed
Education:
Experience:
- Executive administrative support: 4 years (Required)
- Healthcare: 2 years (Required)
Work Location: Multiple locations