Executive Assistant III

Carti - Little Rock, AR

Full-time - Senior

Little Rock, AR

Ambulatory Health Care Services

About the position

The Executive Assistant III provides high-level, confidential executive support in a one-on-one working relationship that significantly enhances the executive's productivity by solving problems and optimizing processes. This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Office. The Executive Assistant III also acts as a liaison to the medical staff, senior management teams, and donors, organizing and coordinating executive outreach and external relations efforts while overseeing special projects. This position is classified as a Safety Sensitive Position, requiring the employee to maintain a constant state of alertness in a safe manner. In this role, the Executive Assistant interacts with all team members with poise and professionalism, promoting an environment in the Executive Office that aligns with CARTI's values and culture. The responsibilities include managing an extremely active calendar of appointments, completing expense reports, composing and preparing confidential correspondence, developing meeting agendas, arranging complex travel plans, and compiling documents for travel-related meetings. The Executive Assistant also provides administrative support to the executive's leadership team as directed, ensuring that the executive's schedule is respected and followed. The Executive Assistant III is responsible for prioritizing conflicting needs, handling matters expeditiously, and following through on projects to successful completion, often under deadline pressures. This role requires a proactive approach to problem-solving, strong decision-making capabilities, and the ability to maintain confidentiality and discretion in all matters. The position also involves participating as an adjunct member of the Executive Team, assisting in scheduling meetings, coordinating agendas, and ensuring that the executive's bio is kept updated. Overall, this role is crucial for maintaining smooth communication between the executive's office and internal departments, demonstrating leadership, and managing a variety of special projects that may have organizational impact.

Responsibilities

• Provide high-level, confidential executive support to the executive.
• Serve as the primary point of contact for internal and external constituencies.
• Organize and coordinate executive outreach and external relations efforts.
• Oversee special projects as assigned.
• Manage an active calendar of appointments and complete expense reports.
• Compose and prepare confidential correspondence and develop meeting agendas.
• Arrange complex travel plans and compile documents for travel-related meetings.
• Provide administrative support to the executive's leadership team as directed.
• Establish appointment priorities and manage the executive's schedule effectively.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the executive.
• Maintain a large and complex paper and electronic filing system for organizing information.
• Provide professional reception and telephone service, resolving conflicts independently.
• Coordinate conference calls and maintain smooth communication between departments.
• Assist in scheduling meetings for the Executive Team and coordinating agendas.
• Edit and complete drafts for written communications to external stakeholders.

Requirements

• Bachelor's Degree or seven years of related experience and/or training; or equivalent combination of education and experience.
• Minimum 7 years' experience supporting C-Level executives, preferably in a non-profit organization.
• Expert organizational skills with attention to detail and ability to prioritize multiple tasks.
• Strong interpersonal skills to build relationships with stakeholders, including staff and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Ability to handle confidential information with discretion and adapt to competing demands.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Ability to work independently on projects from conception to completion.

Nice-to-haves

• Experience in a healthcare or medical environment.
• Familiarity with non-profit organizational structures and operations.

Benefits

• Health insurance coverage
• Paid holidays
• Professional development opportunities
• Flexible scheduling options