Executive Assistant

Are you someone who likes a fast-paced yet fun atmosphere with positive energy and a supportive team? Are you tired of the same-old-same-old ... and do you want something to believe in with other staff that are NICE to you that you can trust?

We would like to invite you into our growing team of medical professionals and support personnel at Heal Precisely! Your experience, expertise and personality deserve to be recognized and appreciated for how great you truly are!

Our Mission at Heal Precisely is to improve the mechanics of wound care with an insistence on excellence, a drive for innovation, and effective communication that instills respect and quality of life for our patients.

Our Vision is to shine a light on medical advancements so that together we can positively change our world. This is our fundamental driver and our “why.”

Working at Heal Precisely means that you are making a tremendous difference in patients’ lives. We identify medical treatments that are established, FDA-approved, and effective. We identify patient populations that are negatively impacted by chronic medical conditions and systematically underserved, in order to design powerful patient and practitioner outreach campaigns. We offer seamless access to proven, effective treatments which can be delivered by our on- and off-site medical teams. Our overarching focus is to pair highly effective medical advances with the most needlessly suffering patient populations.

The position you are being offered is as an Executive Assistant to the board of directors of our advanced wound care center. This may involve split time between managing household and business affairs. We will need a spirit of athleticism and speed in this endeavor. You will be expected to be available afterhours and on the weekends.

The hours of operation for our clinic are 8 AM-5 PM Monday – Friday and these are the hours that most staff is expected to be present and/or working, split between part time and full timers. We break for lunch from 12-1. There may be additional hours or meetings required for planning and education, and you will also be expected to be available afterhours and on the weekends as needed.

You are being offered a full time position as a W-2 employee. BUT – we know that you are much more than that. Your engagement will be special. You are working directly with the executive team to be successful and to create the best organization going forward.

Some of the benefits of full time include: Matching your “out-of-pocket” costs for health care benefits at 50% for you. This includes full health insurance, vision, dental, and life insurance through either United Health Care or Blue Cross Blue Shield. We will cover a $50K policy for Life insurance at 100% for you so that there is no cost to you. We also offer 401k matching up to 6% of half of your salary, too.

Additionally, we have a great family environment and rewards for excellent performance. Our clinical management team has an open door policy for you to help us improve and make suggestions to create a better workplace and even more precise patient care. There will be productivity bonuses offered based upon performance and excellence.

Here is an outline of the responsibilities you may be tasked with:

• Provide sophisticated calendar management for CEO & COO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Global Staff. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Complete a broad variety of administrative tasks that facilitate the CEO & COO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO & COO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect COO’s style and organization policy.
• Work closely with the CEO & COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the COO updated. Anticipate COO’s needs in advance of meetings, conferences, etc.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the COO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the COO.
• Work with the Executive Team to coordinate the CEO & COO’s outreach activities. Follow up on contacts made by the COO to cultivate ongoing relationships.
• Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
• Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, to meet their current and future information needs. Supervise IT consultants. Prepare budget recommendations.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer main phone line and respond to inquiries.
• Process and distribute daily mail.
• Invest in building long-lasting relationships both externally and internally.
• Manage petty cash reimbursements and reconciliation.
• Other projects/duties as assigned for the overall benefit of the organization.

You shall also POSSESS THE FOLLOWING QUALIFICATIONS:

· Strong ability to execute work with a diversity, equity, and inclusion lens.

· Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly-preferred.

· Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.

· Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).

· Strong verbal and written communication skills.

· Exceptional organizational skills and impeccable attention to detail.

· High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.

· Make appropriate, informed decisions regarding priorities and available time.

· Ability to complete a high volume of tasks and projects with little or no guidance.

· Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

· Able to maintain a high level of integrity and discretion in handling confidential information.

· Excellent judgment is essential.

· Ability to switch gears at a moment’s notice.

Job Type: Full-time

Pay: $70,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Evening shift
• Night shift
• On call
• Weekends as needed

Education:

• Bachelor's (Required)

Experience:

• Executive Assistant: 10 years (Required)

Shift availability:

• Day Shift (Required)
• Night Shift (Required)

Work Location: In person