The Executive Assistant will provide support to vice president (VP)/senior vice president (SVP) level consultants and serve as a point of contact for internal and external constituencies on matters pertaining to their practice area. The Executive Assistant also serves as a liaison to the VP and SVP; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community-oriented. The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on various tasks, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Key Responsibilities:
- Complete a broad variety of administrative tasks including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas.
- Plan, coordinate and ensure the executive(s) schedule is followed and respected acting as "gatekeeper" and "gateway", creating win-win situations for direct access to the VP/SVP's time and office.
- Communicate directly, and on behalf of the executive(s).
- Research, prioritize, and follow up on incoming issues and concerns addressed to the executive(s) or practice area, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
- Be responsible for management and triage of incoming phone calls.
- Coordinate under the direction of the VP/SVP and assist in managing various meetings for the practice area to include staff meetings, performance improvement, etc.
- Complete various administrative tasks to include credentialing of Physician team members to the practice area.
- Actively manage and keep organized SharePoint sites and files to ensure effective and efficient use of SharePoint resources.
- Manage tools such as but not limited to: HubSpot, ZoHo, NetSuite etc. Under the direction of practice area leaders.
- Provide a bridge for smooth communication between the executive(s) and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Work closely and effectively with the executive(s) to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive(s) updated.
- Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects, some of which may have an organizational impact.
- Successfully complete critical aspects of deliverables with a hands-on approach, including drafting/editing letters, proposals, reports, correspondence to facilitate the ability of the executive(s) to effectively lead his/her service line.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Demonstrate a “career” mindset with respect to your role, setting the example for others.
- Ask questions (‘’don’t assume”).
- Develop error-free and high-quality work.
- Think like a strategist.
- Consistently look for ways to “make it better” and “make you better”.
- Be disciplined and dignified in your representation of Coker in both work and non-work settings.
- High School diploma, required
- Healthcare experience, preferred
- Bachelor’s or associates degree, preferred
- A minimum of three years in comparable work experience supporting C-Level executives or relative work experience in hospital medical staff or quality offices.
- Strong work tenure with favorable references from direct reports.
- Proficient in Microsoft Office Suite, Adobe Acrobat, and Social Media web platforms.
- Organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, internal and external partners.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Highly resourceful team player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
