Executive Assistant to the President

Job Location(s) US-GA-Alpharetta
Posted Date 3 months ago(3/25/2022 8:09 AM)
Job ID
2022-5436
Company
Premier Anesthesia, LLC
Category
Administrative / Clerical

Overview

Premier Anesthesia is looking for a full-time Executive Assistant (EA) to provide executive support for the Company President. The ideal candidate will be highly personable, detail-oriented, responsible, organized, and able to multitask. This position requires adaptability, flexibility, excellent interpersonal skills, and the ability to work well with all levels of management and external clients. It requires highly proficient administrative skills (calendar management, meeting planning, expense reports, document prep), strong skills in Word and PowerPoint, and basic proficiency in Excel. This candidate must be highly professional and comfortable with maintaining a high degree of confidentiality at all times, possessing the discretion to deal with sensitive information and situations.

Description

ROLES & RESPONSIBILITIES:                                                                                                                                       

  • Provide direct administrative support and personal assistance to the President, including handling communications, setting up calls, management of calendar and coordinating travel itinerary and processing periodic expense and other reports.
  • Regular meetings with President to plan, create, prioritize, manage and maintain meaningful objectives in an integrated management system to maximize President’s productivity for company.
  • Assist with creating presentations for meetings and other written deliverables, both internal and external.
  • Planning for company social events and helping with arrangements for company meetings.
  • Assist with special operations and projects for the President, PA.
  • Work with President to create employee recognition and incentive programs.
  • Development and management of quality and customer service surveys to solicit external feedback.
  • Performs general office duties such as arranging meetings, meeting setup and logistics, handling incoming or outgoing mail or phone calls, making copies, preparing documents and presentations, etc.
  • Produces deadline-driven results and supports senior staff in providing timely and accurate responses to internal and external clients.
  • Types, proofreads, edits, and assembles various documents, including memos, letters, and reports. 
  • Composes and edits correspondence for executive staff.  
  • Handles confidential information discreetly. 
  • Files correspondence, memos, records, and reports and maintains files. 
  • Sorts and distributes incoming mail to appropriate executives. 
  • Communicates with team members regarding dates, locations, and times of meetings. 
  • Assumes responsibility/oversight for the effective performance of all assigned administrative and clerical functions.
    • Represents PA to receive and welcome visitors and telephone calls and either notifies staff members or records and relays messages. Conducts visitors to proper offices and announces them.
    • Maintains the office calendar, including the schedule for the President, PA.
    • Updates contacts and articles in the database, using database to export information, merge letters, make contact lists, produce labels, and prepare group emails.
    • Types, proofreads, edits and assembles a variety of documents including memos, letters, and reports and preparing copies and creating and binding presentations, as needed.
    • Composes and edits correspondence for executive staff, as directed by President, PA.
    • Sorts and distributes incoming mail and other communications to appropriate executives.
    • Communicates with members of the management team regarding dates, locations, and times of meetings.
  • Plans, facilitates and attends weekly executive team meetings, takes minutes, prepares draft of minutes including distribution for approval and action items.
  • Creation of new phone management system and client-facing communications (web, phones, etc.)
  • Establishes and maintains effective working relationships with area staff and with management.
  • Liaison with other company management and other associates as needed.
  • Keeps management informed of area activities and of any significant problems/needs.
  • Performs special operations and manages special projects as assigned.
  • Conducts job duties in accordance with the corporate values and culture.
  • Oversees digital distribution of annual HIPAA training of company associates and other training programs
  • Assists with proofreading and distributing provider contracts for recruiting, as directed by the President.
  • Manages office break room music and supplies and other office logistics/management needs.
  • Maintains office directory of names, numbers, special recognition dates, etc.
  • Maintains notary public certification. 

 

Requirements

 

QUALIFICATIONS:

  • Ten  (10) years of administrative experience, with at least five (5) years as an executive assistant. 
  • Excellent written, verbal and interpersonal communication skills
  • Extremely detail-oriented with excellent problem-solving skills
  • Able to multitask and prioritize duties
  • Highly organized with the ability to help organize others
  • Ability to analyze, manipulate and report data
  • Strong proficiency in the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); Experience with Salesforce and Smarsheet are a plus
  • Tech-savvy and knowledgeable on software and computer functionality
  • Highly professional and discreet with the ability to maintain confidentiality
  • Displays an others-first mentality
  • Optimistic and friendly
  • Great team player who is collaborative and gets along well with others

EEO Statement

Jackson Healthcare and its family of companies are an EEO/AA Employer. All qualified applicants will receive consideration for employment without regard to race,color,religion,sexual orientation,gender,gender identity and expression,national origin,age,disability or protected veteran status. We celebrate diversity and are committed to creating an inclusive environment for all of our associates.

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