The role is responsible for providing comprehensive support to Management across all areas of the organization, with a primary focus on administrative assistance, business, marketing and communications, human resources support, and data management and reporting. This position acts as a key liaison between management, physicians, and support staff to ensure seamless communication and operational efficiency.
REPORTING RELATIONSHIPS
Executive Assistant reports directly to the Chief Operating Officer.
No other positions report to the Executive Assistant.
REQUIREMENTS
Education
- Required: Bachelor’s degree in business, marketing, human resources, or a related field.
- Preferred: Master’s degree in related fields as noted above.
Experience
- Required:
- Three years’ experience in a public contact environment. Advanced experience, skills, & knowledge of computers and software (Excel, PowerPoint, word processing).
- Advanced reading, writing, editing, and spelling abilities.
- Advanced Proficiency in computer applications, including Excel, PowerPoint, and word processing software.
- Demonstrated ability to work independently, take initiative, and continuously improve skills to enhance job performance.
- Preferred:
- Employment in a healthcare environment with knowledge of medical terminology. Previous Administrative Assistant Experience.
Skills, Knowledge, and Abilities
- Strong creativity, flexibility, and ability to perform effectively in high-pressure situations.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
- Knowledge and experience with electronic medical documentation systems.
- In-depth understanding of daily healthcare operations, with relevant hands-on experience.
ESSENTIAL FUNCTIONS
· Physically reports to assigned work location regularly and timely based upon daily work schedule as determined by supervisor. Ability to assist with operations and Gastroenterology services dependent upon your regular and timely attendance and being physically present. The hours of operations vary between the different locations/facilities between 7:00 a.m. to 5:00 p.m. Monday through Friday.
· Minimal, although possible to work beyond daily work schedule as determined by supervisor based upon demands placed by patients, physician requests and any other request that necessitates working overtime on any scheduled workday.
· Stays physically awake and coherent while performing all job duties.
· Individuals must be able to perform each essential job duty satisfactorily.
· Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.
COMMUNICATION:
- Communicate regularly with the COO, management, and physicians to ensure alignment with organizational goals.
- Articulates values and expectations to support the delivery of quality care and effective operations.
- Maintains professional and effective daily communication with staff, management, external associations, and physicians, including through telephone and written correspondence.
- Share relevant information with COO, managers, physicians, and staff to maintain continuity in operations and ensure smooth workflows.
- Actively listens, confirms understanding before responding, and accepts as well as provides constructive feedback.
- Use clear and effective communication to identify, address, and resolve issues at the personal, operational, and facility levels.
- Provides coaching and mentoring as directed by management to support the professional development of team members.
ROLES, DUTIES, AND TASKS:
1. Office and Administrative Support
- Maintain a clean and organized work area.
- Schedule meetings for management and physicians as needed.
- Coordinates meeting agendas, date and time for management.
- Schedule meetings and events for management and physicians as needed.
- Schedule interviews as requested.
- Assist with catering and meeting set-up activities for organization.
- Obtain organization supplies as needed.
- Coordinate with Property Management personnel for building maintenance requests.
- Develop and update agenda, forms, formal letters, documents, and publications for management.
- Create, update, and analyze Excel spreadsheets for performance improvement and operational activities.
- Create presentation materials, including PowerPoint slides and graphs, to support management initiatives.
- Provide support for special projects and other administrative tasks as directed by management.
- Other duties as assigned.
- Monitor and support employee productivity tracking for management.
- Provide assistance for professional development initiatives and employee engagement activities.
- Help resolve minor workplace issues and escalate concerns to management or COO when necessary.
2. Marketing and Communications
- Develop and oversee marketing strategies to support business growth.
- Create and implement marketing campaigns across multiple channels, including digital, social media, and email, under management's direction.
- Assist with creative marketing activities such as designing materials or drafting content for organizational use.
- Manage marketing budgets and activities, ensuring alignment with organizational goals.
- Plan and coordinate wellness activities and events (e.g., health fairs, engagement programs).
4. Data Management and Reporting
- Track and tabulate data for performance improvement initiatives (e.g., patient satisfaction, IBD metrics, scheduling, and clinical data).
- Create visual aids, such as charts and graphs, to analyze and present data effectively.
- Monitor, plan, and evaluate productivity data for employee performance tracking.
CHARACTER AND PROFESSIONALISM:
- Demonstrates good judgment and reasoning when investigating and solving problems.
- Demonstrates good judgment in respecting the confidentiality of information of patients, employees, and corporations.
- Seeks guidance and direction in the performance of responsibilities and duties.
- Works well with managers and all others in positions of authority.
- Maintains cooperative working relationship with all personnel.
- Promotes a high degree of morale and spirit of motivation within the office.
- Demonstrates ability to tactfully handle difficult situations.
- Demonstrate the ability to maintain a high level of efficiency, organization, critical thinking, and accuracy of all tasks.
- Ability to prioritize and facilitate critical information from multiple organizations.
- Demonstrates skill in working with others and getting their cooperation.
- Maintains a well-groomed, appropriate appearance.
- Uses resources efficiently and effectively.
- Completes work thoroughly and correctly, anticipating potential problems.
- Reviews own work and makes decisions to improve personal performance.
- Seeks information from others.
- Actively supports peers and other’s efforts in the work environment.
CONTINUING PROFESSIONAL EDUCATION:
- Attends monthly staff meetings as requested.
- Demonstrates desire to enrich personal and professional growth by attending in-services and educational opportunities.
RELIABILITY, TIME UTILIZATION AND INITIATIVE:
- Assumes additional responsibilities as necessary.
- Consistently shows ability to recognize and deal with priorities.
- Performs all duties in an independent manner with minimal direction and supervision.
- Recognizes and performs duties which need to be performed although not directly assigned.
- Always provides proper notification and advance notice of absences.
- Reports to work on time each day and after lunch and break periods.
- Performs any other duties as may be assigned.
- Completes tasks in a timely manner and adjusts to changes in workload demand.
CUSTOMER SERVICE:
- Consistently acts as a customer service representative for the company.
- Establishes and maintains effective communication channels to disseminate important organizational information.
- Justifies and communicates accountability for budgetary needs related to assigned marketing and operational functions. Participates in priority-setting and provides written analysis as required. May also analyze and implement cost-effective practices upon request.
Pay: $23.00 - $32.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
