Executive Assistant To The President And Medical Director

Overview:

We are seeking a highly organized, professional, and dedicated Executive Assistant to support the President and Medical Director of our prestigious cosmetic surgery practice. This role demands a proactive approach, exceptional communication skills, and the ability to handle confidential information with discretion. The ideal candidate will be adept at managing various administrative tasks and will play a key role in ensuring the smooth operation of the practice.

Key Responsibilities:

1. Administrative Support: Provide comprehensive administrative support to the President and Medical Director, including managing calendars, scheduling meetings, and coordinating travel arrangements.

2. Communication Management: Act as a point of contact for internal and external stakeholders. Manage correspondence, handle incoming calls, and ensure timely responses.

3. Document Preparation and Management: Prepare and edit reports, presentations, and other documents. Maintain organized filing systems and manage confidential records.

4. Meeting Coordination: Organize and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.

5. Project Management: Assist in the planning and execution of projects, ensuring deadlines are met and objectives are achieved.

6. Event Planning: Coordinate and oversee special events, including staff functions, professional conferences, and client events.

7. Financial Administration: Assist with budget tracking, invoice processing, and expense reporting.

8. Liaison Duties: Liaise with other departments, external partners, and suppliers to support various office activities.

9. Travel Planning: Oversee and manage all aspects of travel planning for accomidations and airlines for the Medical Director.

10. Staff Travel Arrangements: Coordinate and make travel arrangements for staff as necessary, ensuring cost-effectiveness and efficiency.

11. Executive Calendar Management: Manage and prioritize the executive calendar, ensuring optimal time management and scheduling efficiency.

12. Clerical Staff Oversight: Oversee the performance and activities of other clerical staff, ensuring productivity and adherence to office protocols.

13. Office Supplies Management: Maintain and restock office supplies for the executive, ensuring all necessary materials are readily available.

14. Information Formatting: Format information for internal and external communication, including memos, emails, presentations, and reports.

15. Meeting Minutes: Take and distribute minutes during meetings, ensuring accurate record-keeping and follow-up on action points.

16. Filing System Organization: Organize and maintain the office filing system, ensuring ease of access and confidentiality of documents.

Qualifications:

- Bachelor's degree in Business Administration, Communication, or a related field.

- Minimum of 3 years of experience as an Executive Assistant, preferably in a healthcare or cosmetic surgery setting.

- Excellent organizational and time-management skills.

- Strong communication and interpersonal abilities.

- Proficiency in MS Office and familiarity with office management software.

- Ability to handle sensitive information with confidentiality and discretion.

- Flexibility to adapt to changing priorities and manage multiple tasks simultaneously.

- Knowledge of CRM software such as Salesforce is beneficial

Benefits:

- Competitive salary commensurate with experience.

- Health, dental, and vision insurance.

- Paid time off and holiday pay.

- Professional development opportunities.

Application Process:

Interested candidates should submit a resume and cover letter detailing their qualifications and experience for the role. Applications will be reviewed on a rolling basis until the position is filled.

Equal Opportunity Employer:

Our practice is an equal-opportunity employer and values diversity. All employment is decided based on qualifications, merit, and business needs.