Executive Assistant

EyeCare Partners - Ballwin, MO

Full-time - Entry Level

Ballwin, MO

501-1,000 employees

Ambulatory Health Care Services

About the position

This onsite position is responsible for supporting all administrative activities of the Chief Executive Officer (CEO) and the CFO of EyeCare Partners and provide executive assistance for the Executive Leadership Team upon request in a confidential manner. The Executive Assistant is responsible for the coordination of management events. This position also provides occasional support for other executives upon request. This position also works with other departments to support ongoing operations and help ensure the departments operate in a high-quality, cost-effective manner. In conjunction with department leadership, the Executive Assistant continually evaluates and audits administrative practices / procedures and takes initiative to implement and/or make recommendations for change. This position also provides board support, support for board members and communications. Essential Responsibilities include assisting in day-to-day operations of the CEO and CFO's offices, including screening of phone calls, redirecting certain calls and mail to proper channels, and prioritizing and organizing information going to the CEO and CFO. The Executive Assistant will manage an extremely active calendar of appointments; plan, coordinate and ensure the CEO and CFO's schedules are followed and respected. This role involves composing, preparing and filing correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas of the CEO, CFO and members of the Executive Leadership Team, and compiling materials for various meetings and appointments. The Executive Assistant serves as a "gatekeeper" and "gateway" to create win-win situations for direct access to the CEO and CFO's time and office, and communicates directly and on behalf of the CEO and CFO on matters related to their initiatives. Special projects as directed by members of the Executive Leadership team as needed, along with researching, prioritizing and following up on incoming issues and concerns addressed to the CEO and CFO, including those of a sensitive or confidential nature, are also part of the role. The Executive Assistant must prioritize conflicting needs and handle matters expeditiously and proactively, following through on projects to successful completion, often with deadline pressures. Other duties and special projects may be assigned as needed.

Responsibilities

• Assist in day-to-day operations of the CEO and CFO's offices, including screening of phone calls and redirecting certain calls and mail to proper channels.
• Manage an extremely active calendar of appointments; plan, coordinate and ensure the CEO and CFO's schedules are followed and respected.
• Compose, prepare and file correspondence that is sometimes confidential.
• Arrange complex and detailed travel plans, itineraries, and agendas of the CEO, CFO and members of the Executive Leadership Team.
• Compile materials for various meetings and appointments.
• Assist with the creation of presentations and spreadsheets.
• Serve as a "gatekeeper" and "gateway" to create win-win situations for direct access to the CEO and CFO's time and office.
• Communicate directly and on behalf of the CEO and CFO on matters related to their initiatives.
• Handle special projects as directed by members of the Executive Leadership team as needed.
• Research, prioritize and follow up on incoming issues and concerns addressed to the CEO and CFO, including those of a sensitive or confidential nature.
• Determine appropriate course of action, referral or response for incoming issues.
• Prioritize conflicting needs and handle matters expeditiously and proactively; follow-through on projects to successful completion.

Requirements

• Must be a team player capable of working in a diverse workforce.
• Strong time management and organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Expert level written and verbal communication skills.
• Personal effectiveness and credibility.
• Able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Strong drive, work ethic and sense of urgency.
• Exercise good judgment in a variety of situations.
• Very strong interpersonal skills and an ability to build relationships with shareholders, executive team, board members, external partners and others.
• Emotional maturity and highly resourceful team-player, with the ability to also be extremely effective independently.
• Ability to handle confidential information with discretion.
• Adaptable to various competing demands.
• Demonstrate the highest level of customer service.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

Benefits

• Competitive base salary
• Personal time off
• Paid holiday time off
• 401(k) with employer match
• Insurance benefits, including: medical, vision, dental, and life insurance