Executive Assistant

ANNUAL SALARY (DEPENDING ON SKILLS/EXPERIENCE): $80,000.00 - $121,000.00

JOB SUMMARY: The Executive Assistant provides high-level administrative support and project management to the Executive Director in a healthcare environment. This role manages complex calendars, schedules meetings in person and teleconferences in multiple time zones, prepares materials for meetings with operational leadership and executive management (creating and editing presentations and agendas, coordinating schedules with meeting attendees, etc.) prepares communications and reports, coordinates and manages projects, timelines, and deliverables to meet the needs of a fast-paced environment. Plans and coordinates management meetings, including all team-building activities. Responsibilities require independent judgment, exceptional organizational and communication skills, and the ability to handle sensitive information. The Executive Assistant anticipates needs, ensures seamless operations, and supports organizational goals through efficient project management and cross-departmental collaboration.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as the primary point of contact for Executive Director managing interactions with internal and external customers and partners. This includes responding to emails, routing correspondence, project management, and participating in key meetings.
• Addresses requests and inquiries promptly and appropriately.
• Supports major departmental projects and strategic initiatives. Includes tracking timelines, deliverables, and feedback cycles for key programs partnering with cross-functional teams to ensure successful execution.
• Prepare agendas, presentation decks for meetings, project update decks or reports with minimal direction. Drafts communication and other documents with minimal direction; prepare templates, format materials, develop presentations, and proofread for accuracy and quality.
• Oversees competing priorities and manages Executive Director's calendar, including complex calendars potentially spanning multiple leaders, appointments, meetings, travel arrangements, and other business activities in accordance with practice guidelines.
• Leads charge of planning arrangements for major meetings for the department. Follow up on details to ensure that meetings run smoothly. Also manages meeting minutes.
• Facilitate inter and intra-departmental communications on behalf of leadership, collaborating closely with internal teams and external clients while handling sensitive and confidential information with discretion. Follows established procedures to ensure security of departmental records and documents.
• Plans and executes onsite and offsite team meetings, strategic sessions, and team-building activities.
• Contributes to Board preparation efforts in partnership with the Executive Director, Chief Executive Officer and Admin Services Mgr.
• Works closely with Executive Director to coordinate and organize team member actions to ensure accountability and timely report out of deliverables is successfully communicated.

EDUCATION / TRAINING REQUIREMENTS:

• High School diploma or equivalent. Associate's degree in business administration, or office administration program required.
• Bachelor's Degree preferred.
• Project management preferred

EXPERIENCE REQUIREMENTS:

• Minimum of five years of experience providing administrative support to senior-level executives in an entrepreneurial fast paced environment.
• Strong interpersonal capabilities, including excellent communication and listening skills; demonstrate a friendly, helpful, professional, energetic, and proactive presence.
• Project management experience required.
• Ability to work effectively in a fast paced, continually changing environment with very tight timelines; excellent time management skills with the ability to multitask and prioritize work effectively.
• Strong proactive troubleshooting and problem-solving skills.
• Ability to present information in a clear, concise and efficient manner.
• Exceptional communication skills; written, verbal and interpersonal skills, with the ability to collaborate and partner with all types of personalities and levels of management to accomplish goals and directives.
• Strong attention to detail with a high degree of accuracy.
• Promote and support an inclusive work environment where diversity and inclusion are championed.
• Strong knowledge of Microsoft Office products especially, Excel, Word and PowerPoint and Concur travel / Expenses System. Vizio knowledge a plus
• Proactive approach to identifying and addressing business needs.
• Commitment to maintaining discretion and confidentiality.
• Ability to work independently while remaining flexible, adjusting priorities and tasks in real time to meet departmental objectives.
• Highly organized and demonstrated ability to manage multiple priorities, work independently, and exercise sound judgment.
• Successful experience operating in a clinical environment a plus.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit or stand and talk or hear. Requires full range of body motion including manual and finger dexterity, and eye-hand coordination. Requires standing and walking for extensive periods of time. Occasionally lifts and carries items weighing up to 40 lbs. Requires corrected vision and hearing to normal range.

WORK ENVIRONMENT: The work environment may include exposure to communicable diseases, toxic substances, ionizing radiation, medical preparations and other conditions common to an oncology/hematology clinic environment. Work may require minimal travel by air or automobile, approximately 15% of workweek.