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Executive Assistant
Job Summary:
The Executive Assistant provides high-level administrative and operational support to the Executive Director and executive leadership team. This role is responsible for managing schedules, coordinating meetings and travel, preparing executive communications, handling confidential information, and supporting strategic initiatives across the organization. The Executive Assistant serves as a key liaison between leadership, physicians, staff, vendors, and external partners while ensuring efficient day-to-day operations and professional representation of Orthopaedic Associates.
Responsibilities:
- Manage complex executive calendars, appointments, and scheduling coordination.
- Coordinate leadership meetings, physician meetings, retreats, and special events.
- Prepare agendas, presentations, meeting minutes, and executive reports.
- Draft professional correspondence, policies, announcements, and executive communications.
- Coordinate travel arrangements, lodging, and itineraries for executive leadership.
- Serve as liaison between physicians, leadership team members, staff, vendors, hospitals, and external partners.
- Maintain confidential records, contracts, and executive files with discretion.
- Assist with project management and follow-up on strategic initiatives.
- Support onboarding and coordination of executive candidates, physician recruits, and visiting consultants.
- Assist with preparation of board materials, financial summaries, and operational reports.
- Coordinate office logistics and support administrative functions across multiple locations.
- Help organize employee engagement activities, leadership events, and organizational functions.
- Manage incoming communications and prioritize requests for executive leadership.
- Support workflow efficiency and continuous process improvement initiatives.
- All other duties as assigned.
Required Skills & Qualifications
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- High level of professionalism and discretion with confidential information.
- Ability to prioritize multiple projects in a fast-paced healthcare environment.
- Strong attention to detail and problem-solving abilities.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Experience coordinating executive-level meetings and communications.
- Ability to work independently while maintaining strong collaboration with leadership teams.
- Professional demeanor with excellent interpersonal skills.
Education & Experience
- Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field preferred.
- Minimum of 3-5 years of executive administrative support experience required.
- Healthcare or physician practice experience preferred.
- Experience supporting senior executives or physician leadership teams strongly preferred.
- Experience with multi-location healthcare operations preferred.
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