Description
POSITION SUMMARY:
The Executive Administrative Assistant provides high-level administrative support to the Chief Executive Officer (CEO), who is also a practicing Physician and entrepreneur overseeing multiple organizations. This role offers the opportunity to work closely with a mission-driven, visionary executive whose work requires flexibility, responsiveness, and proactive support. The ideal candidate will be highly organized, resourceful, and skilled at managing highly complex scheduling and creating structure in a fast-paced, multifaceted environment.
Core Essential Responsibilities
- Represent the executive in meetings and communications as appropriate, ensuring alignment, accuracy, and timely follow-through.
- Exercise discretion and sound judgment in handling sensitive information, managing confidential matters, and making decisions on behalf of the executive.
- Prioritize and manage matters requiring executive attention; track follow-ups and ensure resolution of critical issues.
- Monitor and follow up on tasks and projects assigned to others; support progress tracking for initiatives sponsored by the executive.
- Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and speaking engagements.
- Coordinate travel logistics, including booking arrangements and processing reimbursements and invoices.
- Act as a liaison between the executive and internal/external stakeholders, including staff, vendors, consultants, and agencies.
- Screen and triage phone calls, emails, and visitors; provide responses or redirections with professionalism and diplomacy.
- Draft, edit, and prepare high-quality correspondence, reports, presentations, and executive-level documents.
- Compile, analyze, and summarize data from various sources to support informed decision-making.
- Support facility-wide supply and order management as needed.
- Coordinate and manage logistics for events, retreats, meetings, and special projects.
Requirements
REQUIRED EDUCATION & EXPERIENCE:
- Bachelor’s degree or comparable relevant experience required.
- At least 5 years of experience as an Executive Assistant supporting C-Level Executives preferred
Required Knowledge, Skills Or Abilities
Proven experience supporting senior executives in a complex, fast-moving, or multi-entity organization (healthcare or physician practice experience strongly preferred).
- Exceptional time management and prioritization skills, with the ability to manage highly complex scheduling and multiple priorities with accuracy and composure.
- Strong interpersonal and communication skills, with the ability to build and maintain positive, collaborative relationships across all levels of the organization.
- High emotional intelligence, professionalism, and tact in managing relationships and navigating ambiguity.
- Proactive problem-solver who can work independently, anticipate needs, and take initiative.
- Advanced proficiency in Microsoft Office Suite and related productivity tools.
Schedule & Work Location:
- Standard business hours, with flexibility required to support the CEO’s schedule.
- Remote role, but candidates must reside in Florida and be legally authorized to work in the state.
