Executive Assistant

We are seeking a hardworking, warm, nurturing, and professional assistant to support our CEO/business owner both in the office and on the road, as he travels to support multiple hospitals in the area. In addition to adding massive value on the road, you will also need to excel independently. To manage the executive’s professional and personal life you must be a strong organizer, able to coordinate a highly detailed daily schedule and be exceptional with time management. The right person is willing to roll up their sleeves and pitch in wherever needed (without having to be asked) and is fulfilled by being a crucial part of the support team, regardless of what level it may be.

This is not your typical 9-5 position, there can be the occasional long day and early morning. It is key to find someone who is comfortable in a variety of work settings and happily fulfills daily tasks that may include everything from household management as well as vehicle management, which may consist of supervising repairs, maintenance, organization, and stocking of home and vehicles. Being resourceful is a MUST; we need someone who can think, talk and negotiate their way towards outcomes and go above and beyond to make sure the executive is supported and cared for. You must be adaptable and flexible, always able to smile in the face of constant demands and change. Be open to feedback and coaching as you learn more about our support needs.

This is a short-time requirement with the strong possibility of becoming a full-time position based on the increased working hours of the supporting physician. Working hours are flexible and based on the candidate’s ability to multi-task independently and meet timelines.

Responsibilities and Duties:

• Being a right hand and jack of all trades to the CEO, anticipating needs and executing the tasks of the executive office.
• Ability to interact with high-profile clients and executives.
• Scheduling and maintaining the CEO’s business calendars as well as event planning and helping to plan and manage personal, charitable, and some professional events.
• Booking travel, frequently domestic, but may include international.
• Researching and ordering supplies & equipment.
• Strong customer service and responsiveness attitude with exceptional attention to detail and bias for continuous improvement.
• Professionalism and integrity, with the ability to manage confidential information with discretion.
• Strong people skills and collaboration, with the ability to build relationships quickly.
• Performs administrative support activities including answering and routing calls, correspondence, filing, faxing, and mailing.
• Adaptable and flexible, able to pivot quickly with the appropriate sense of urgency.
• Ability to quickly learn new processes, tools, and technologies with a growth mindset.
• Managing gifting, research, and execution of gifting year-round for friends, children’s friends, personal and business associates, and holiday and end-of-year gifting.
• Scheduling car maintenance, personal appointments, and other tasks.
• Basically, your role supports the CEO in staying on top of everything in life & business.
• Participates in community education activities and programs
• Other duties as assigned.

Experience:

• Exceptional attention to detail
• Proper phone etiquette
• Bilingual Spanish is a plus
• *Excellent/Exemplary* organizational and time management skills
• Able to prioritize work in a fast-paced environment, follow tasks through to completion, and ability to multi-task.
• Intermediate or higher Computer Skills
• Personal Assistant: 1 year (Preferred)
• Executive Assistant: 1 year (Preferred)

Willingness To Travel:

§ Up to 50% or more

Job Type:

Part-time

Schedule:

• Day shift
• Self-determined schedule
• Weekend availability