Administrative Assistant

Job description

About Us:

The Advanced Reconstructive Surgical Alliance (ARSA) is a comprehensive physician management services organization. ARSA helps private practices effectively compete to achieve or surpass the platform that major universities might offer. We are a world-class organization that looks for like-minded, world-class physician and leadership professionals who understand reconstructive and cosmetic surgery and the business behind it.

ARSA is seeking an Executive Administrative Assistantto provide high-level administrative support to executives by preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Key responsibilities include, but are not limited to:

· Acts as a project manager for assigned projects and provides regular status updates to the appropriate executive. This may include building PowerPoint decks and using Microsoft 360 tools to drive effective project management.

· Partner with executives to help them be more efficient and effective with their time, while consistently maintaining effective communication.

· Assists in the creation and management of the standard calendar including coordination with peer functional teams & clients; acts as a gatekeeper to include prioritization of meetings and resolving scheduling conflicts; keeps executives informed of changes and helps to keep them on schedule.

· Assists executives with preparing for meetings, including preparing materials, setting up agendas, obtaining materials in advance and distributing those materials. Additionally, the Executive Admin is tasked with assisting with preparation for national conference and events, including but not limited to securing exhibit booth, research area and assist coordinating sponsored events, venue/menu selection, shipping material, confirming all items are in place prior to the event and provide detailed agendas for all attendees.

·Coordinates/assists with managing team meetings (staff meetings, town halls, quarterly on sites/off sites, team gatherings, board meeting etc.) whether virtual or in person; assists with meeting minutes, event planning; processes related expenses.

·Edits documents for accuracy, format, and arrangement of material.

· Optimizes travel arrangements (transportation, accommodations, agenda) based on travel needs and preferences; manages complex itineraries, to include any changes; processes related expenses for executives, visiting physicians and/or clients

· Reconciles monthly department expenses as well as processing invoices with Accounts Payable

·Assists in keeping executives and their teams well organized, to include online retrieval and archiving on collaboration platforms such as MS Teams and SharePoint.

·Plans, leads, executes, and monitors team projects.

·Provides project status reports as detailed by supervisors.

· Works with the Marketing department and helps to support marketing efforts across the organization.

· Ability to maintain confidentiality, while establishing and maintaining effective working relationships and communicating with diverse groups. Skilled in working with detailed information and reading and interpreting documents.

· Adaptability to change work priorities to meet deadlines and schedules; must be able to work as part of a team with frequent interruptions and able to handle multiple tasks simultaneously, and the ability to diagnose and resolve problems as they occur.

· Available after hours when needed

· Open to travel, when required.

· Ability to pivot, for a period, to manage additional responsibilities in assisting the CEO for an interim period

Skills/Qualifications:

• Project management experience (PPM or PMP certification is a plus)
• Advanced proficiency of Microsoft Word, Excel, and PowerPoint
• Excellent interpersonal, organizational and communication skills
• Must be able to treat confidential and sensitive information appropriately,
• Able to multitask while maintaining attention to detail
• Time management skills
• Keen organizational skills
• Experience in a fast-paced environment
• Pretty sure this need to be updated!

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Red Bank, NJ 07701: Relocate before starting work (Required)

Work Location: In person