Clinical Operations Executive Assistant

About the position

We are excited to announce an opening for a Clinical Operations Executive Assistant. In this role, you will provide administrative support to the Chief Operating & Medical Officers and members of the Executive Leadership Team (ELT).

Responsibilities

• Provide research and analytics support as the CMO/COO reviews and weighs strategies and innovations
• Lead project teams and plans for new or emerging initiatives
• Create mind maps or white papers of critical initiatives and other models as required
• Prepare written briefs on decisions for the CMO/COO, including analyzing pros and cons of options and business impact (cost, profits, people, culture)
• Work with senior leaders on the development of proposals that will meet the CMO’s/COO’s expectations and standards
• Serve as a conduit of information and communication from the office of the CMO/COO to senior leaders and departments
• Develop communications strategies for major initiatives and serve as the communications project leader when the message is from the CMO/COO office
• Serve as the project leader and chief planner and lead the execution of major management meetings, including quarterly leadership meetings
• Attend meetings or committees on behalf of the CMO/COO and facilitate discussions as needed
• Support the CMO/COO in completing critical projects, including budgets, talent reviews, and presentations to the Board
• Answer and screen telephone calls in a professional and timely manner; take accurate messages with a high degree of professionalism and courtesy; arrange conference calls
• Exercise considerable judgment and discretion in handling requests for appointments and telephone calls
• Review and respond to daily internal/external mail and overnight packages; send and receive faxes
• Compose, type, and distribute professional correspondence and memoranda, E-mails, and faxes, using individual initiative and as assigned
• Proactively establish and maintain a highly organized filing system; file correspondence and other records
• Coordinate COOs & CMOs’ calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness
• Coordinate travel arrangements; complete expense reports and process invoices, ensuring that correct account codes are used and required signatures obtained
• Conduct research; compile and type statistical reports
• Coordinate meetings, including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes
• Attend meetings and other functions as needed
• Prepare work agreements and proposals and maintain appropriate records and files
• Assist with special projects as assigned
• Demonstrate a high level of professionalism in dealing with confidential and sensitive issues
• Perform general clerical duties including but not limited to filing, photocopying, faxing, and mailing and is willing to rotate with other EAs to cover Office Manager duties at the corporate office
• Perform other related duties as assigned by management

Requirements

• Associate's degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience
• Project Management experience with competency in documentation and follow-up
• Excellent verbal and written communication skills
• Proficient in Excel, Word, Project, PowerPoint, and other software
• Keystroke a minimum of 50 wpm
• Professional appearance and demeanor
• Versatility, flexibility, and a willingness to work with enthusiasm within constantly changing priorities
• Acute attention to detail
• Commitment to excellence and high standards
• Ability to work on complex projects with general direction and minimal guidance
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Good judgment with the ability to make timely and sound decisions
• Creative, flexible, and innovative team player
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow
• Ability to work independently and as a member of various teams and committees
• Demonstrated ability to plan and organize projects

Benefits

• Health, Dental, and Vision Insurance
• 401(K) Retirement Plan with Matching
• Voluntary Short & Long-Term Disability
• Employer-Paid Life Insurance
• Paid Time Off, Floating Holidays, and Paid Major Holidays
• Employee Assistance Program (EAP)