Administrative And Executive Assistant

Under the general supervision of the CEO, the Administrative & Executive Assistant is responsible for providing comprehensive administrative, executive, and accounting support.

Essential Responsibilities

Provide administrative support to executives and management team, including managing calendars, scheduling meetings, booking travel arrangements, and preparing reports.
 Proactively identify and anticipate executive support needs, taking initiative to provide assistance and implement solutions to enhance overall efficiency and effectiveness.
 Act as a liaison between executives and internal/external stakeholders, ensuring clear and timely communication.
 Manage vendor relationships and communication, fostering strong partnerships while effectively addressing inquiries, resolving issues, and ensuring timely and accurate information exchange.
 Handle accounts payable tasks, such as processing invoices, reconciling vendor statements, and ensuring timely payments.
 Coordinate and organize company events and meetings, ensuring proper setup, materials, and attendance.
 Take meeting minutes and maintain records of decisions made by the management team.
 Manage and maintain filing systems, both physical and digital, for easy access and retrieval of documents.
 Perform general office duties, such as answering phones, ordering supplies, and maintaining a clean and organized workspace.
 Respond to Management Inquiries Timely
 Uphold strict confidentiality by diligently managing sensitive information and ensuring discretion in all aspects of executive support and communication.
 Assist in the preparation of presentations and materials for executive meetings, conferences, and events.
 Support the CEO and Management Team in managing deliverables.
 Assist with special projects and initiatives as assigned by management.
 Participate in required Cross-Training and/or company required training (HIPAA, Harassment, Etc.)

Required Competencies and Skills
• Exceptional verbal and written communication skills, with the ability to convey complex information clearly and concisely to diverse audiences, including executives, staff, clients, and vendors.
• Outstanding interpersonal and customer service skills, fostering positive relationships with colleagues and clients.
• Strong attention to detail, ensuring accuracy and thoroughness in all aspects of work.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), as well as the ability to learn and utilize new software and technology as required.
• A basic understanding of accounting principles and financial reporting, with the ability to accurately and efficiently manage accounts payable and receivable tasks.
• Familiarity with healthcare terminology and industry-specific concepts.
• Ability to work independently on assigned tasks, as well as to accept direction on given assignments.
• Aptitude for handling confidential information and issues with discretion, judgment, and professionalism.
• Proactive mindset and the ability to take initiative when necessary.
• Strong teamwork skills, with the ability to contribute effectively to a positive and collaborative work environment.
• Problem-solving abilities, including the identification and analysis of issues, development of solutions, and implementation of effective courses of action.
• Excellent time management skills, ensuring tasks are completed efficiently and within the allotted timeframe.
• Basic office skills, such as typing, filing, and organizing documents.