Position: Executive Assistant
Reports to: CEO
Classification: Salaried, Non-exempt
Department: G & A Management
Direct Reports: No
Location: The Villages, FL
Company Overview
Aviv Clinics is engaged in the treatment of age-related cognitive and physical decline using cutting-edge techniques that have the potential to redefine treatment for the aging process. Clients undergo comprehensive medical assessments including physiological and neuropsychological disciplines and are subsequently treated using evidence-based unique hyperbaric medicine protocols. Teammates will have the opportunity to bring this treatment to clients in the United States for the first time in partnership with world-class researchers and physicians.
Teammates hired at this first location will help to shape the future of the company in the US and possibly around the world and will be involved in creating and honing best practices, as well as eventually training teammates for future worldwide locations. This is an opportunity to be among the first teammates in a startup with research-backed medical science.
Job Summary:
The Executive Assistant serves as a liaison between the organization’s leadership team, advisory board members, as well as with the leadership team and HQ leadership and staff. The Executive Assistant also organizes and coordinates executive outreach and external relations. The ideal person must be creative and enjoy working within a small and entrepreneurial environment that is mission, values, and results-driven with a high emphasis on premier and exceptional client service. The ideal individual will have the ability to exercise a level of independent and sound judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills; and must be able to maintain a realistic balance among multiple priorities. The Executive Assistant will also work independently on special projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and highly confidential matters with the utmost discretion.
Essential Functions: *
· Works in collaboration with a multidisciplinary medical team to provide white-glove healthcare services to an exclusive clientele.
· Completes a broad variety of administrative tasks for and through the direction of the Executive Team including but not limited to composing and preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas.
- Completes tasks meticulously, paying attention to the details of each task assigned or requested.
· Provides a bridge for smooth communication between the Executive Team and internal departments, demonstrating professionalism to maintain credibility, trust, confidentiality, and support of the team.
· Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive Team, some of which may have organizational impact.
· Participates as an adjunct member of the Executive Team including assisting in scheduling meetings, and attending meetings, and documenting/recording meeting minutes, when necessary.
- Prioritizes conflicting needs; handles confidential matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
- Researches and analyzes data to prepare documents for review and presentation to stakeholders, committees, executives, and external community partners as needed.
- Maintains employee confidence and protects operations by keeping all personnel information confidential.
- Manages and owns the scheduling, planning, and coordinating of company events, including annual employee open enrollment, local marketing/seminar events in coordination with the Business Development & Marketing teams, and other planned clinic activities.
- Assists with the screening of resumes for open positions, phone screening candidates, and coordinating/calendaring interviews with hiring managers, and HQ teams (as needed); assists candidates with travel itineraries when needed
- Assists with bi-weekly payroll confirming that timecards are reviewed, approved, and locked for processing; maintains consistent communication with the payroll processing company in ensuring payroll data (adjustments, benefit premiums, terminations, new hires) are accurately reflected.
- Assists Human Resources with the health benefits programs ensuring employees are enrolled and/or terminated from all benefit coverages timely; assists with the coordination of annual Open Enrollment events.
- Assists Human Resources with the processing of new employees to include initiating written offers of employment, initiating background screens, pre-hire coordination of medical evaluations, sends out new employee welcome messages, sets up training (online and virtual), and coordinates benefits discussions between new employees and the Human Resources when needed.
· Regular and punctual attendance is an essential function of this job role.
- May perform other duties/projects as assigned.
Education:
· Bachelor’s Degree in Business Administration or related field combined with at least 3-5 years relevant administrative and/or senior executive support required.
Experience:
· Three (3) to five (5) year's experience supporting a Senior/Executive individual or team.
Required Skills & Knowledge:
· Proven experience as an executive or administrative assistant and/or other relevant senior-level administrative support.
· In-depth understanding and proficient in Microsoft Office Products (Word, Excel, PowerPoint, Outlook); keen ability to learn new software to perform essential functions of the job role.
· Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
· Must be able to proactively manage up, when necessary, to ensure executives accomplish daily and/or weekly goals and objectives.
· Must be able to meet deadlines in a fast-paced, quickly changing environment.
· Superior, and professional level verbal and written communication skills.
· Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
· Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, advisory board members, and external business partners and investors.
· Demonstrated proactive approaches to problem-solving with strong decision-making capability.
· Highly resourceful team player, with the ability to also be extremely effective independently.
· Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
· Forward-looking thinker, who actively seeks opportunities and proposes solutions
Client Service Expectations:
· Demonstrated ability to interact, and be courteous with clients, team members, and vendors in a professional manner always.
· Demonstrates quality work in all facets of job role responsibilities in order to effectively produce positive client outcomes.
· Demonstrates compassion for the care of the client.
· Demonstrated ability to respond to client questions/inquiries/concerns promptly.
· Demonstrated ability to connect with clients, team members and vendors.
· Maintains consistency in client relations and goes the extra mile in exceeding clients’ expectations.
EEO Statement
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, pregnancy, or protected veteran status and will not be discriminated against on the basis of disability.
Working Environment/Conditions/Physical Demands:
LANGUAGE & COMMUNICATION SKILLS: Ability to read and write English, analyze and interpret documents, such as marketing plans and sales analysis data reports. Ability to write routine correspondence and routine reports. Ability to effectively present information and respond to questions from prospective clients or employees of the organization and the general public.
PHYSICAL DEMANDS: The position requires normal visual acuity, sight, ability to speak clearly, manual dexterity, hearing, color perception, sense of smell, depth perception, and texture perception.
This position frequently moves around/about to access information needed to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to handle or hold objects, use a writing instrument, or use of a keyboard to record/type information and use of a telephone to listen and speak.
The employee is occasionally required to sit, stoop, kneel, bend, and smell if conditions are unsanitary or biohazardous.
Must lift and/or move up to 10 pounds but may be requested to lift and/or move up to 25 pounds occasionally. The physical demands here are representative of those 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.
REASONING ABILITY: Ability to apply common sense and understanding to carry out instructions furnished in written, oral, or diagram form.
Basic mathematical skills; adding, subtracting, and multiplying.
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the general public through multiple means of communication.
Physical capability to use and operate office related equipment, such as, but not limited to, computer, calculator, copier, printer, scanner, and fax machine.
WORK ENVIRONMENT: the work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually low to medium.
Acknowledgement:
I acknowledge that I have read, and I understand the essential functions outlined in this job description:
Signature:
Print Name:
Date:
Disclaimer *
All essential job functions are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other team members. This job description in no way states or implies that these are the only duties to which will be required in this position. Team members will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an “at-will” basis.
Aviv Clinics is an Equal Employment Opportunity Employer
We are a Drug-free & Smoke-Free workplace
Job Type: Full-time
Pay: $65,000.00 - $73,000.00 per year
Experience:
- Microsoft Excel: 1 year (Required)
- Microsoft Powerpoint: 1 year (Required)
Ability to Commute:
- The Villages, FL 32163 (Required)
Ability to Relocate:
- The Villages, FL 32163: Relocate before starting work (Preferred)
Work Location: In person
