Executive Administrative Assistant

Atlas-Healthcare-Partners-LL; Phoenix (AZ); On-site; USD 70,000 - 100,000; Full time

Job summary

Atlas-Healthcare-Partners-LL is seeking an Executive Administrative Assistant to provide high-level support to the C-suite and senior leaders in our ambulatory surgery center management company. The role requires proactive calendar management, travel planning, and handling confidential information with discretion.

You will coordinate complex meetings across time zones, prepare reports, and serve as a gatekeeper to executives, ensuring timely responses and seamless operations in a fast-paced

Qualifications

• Associate’s Degree or equivalent experience.
• 4+ years of administrative support experience.
• 3+ years of direct C‑Suite support experience.
• Proficient in MS Office Suite.
• Excellent oral, written and interpersonal communication skills.

Responsibilities

• Proactively managing executive calendars, including appointments across multiple time zones.
• Screens phone calls and visitors for Executives and directs to appropriate parties.
• Prepares, collates, and distributes reports and requests in a timely manner.
• Coordinate travel & expenses for Executives and arrange meetings.
• Maintains confidentiality on sensitive information and acts as a gatekeeper to calendars.
• Supports department staff per manager or executive’s request.

Skills

Executive support

Calendar management

MS Office Suite

Communication skills

Multi-tasking

Education

Associate degree or equivalent

Bachelor's degree preferred

Tools

MS Office Suite

Job description

WHY YOU'LL LOVE THIS JOB:

The Executive Administrative Assistant position is an integral part of the team and needs to be extremely proactive in anticipating and adapting to the needs of the team. The candidate must have the ability to work well in a fast-paced Ambulatory Surgery Center management company and manage multiple tasks and conflicting priorities with accuracy, flexibility, and attention to detail. Critical to the success of this position is the development of positive working relationships with a wide range of colleagues both within and outside of Atlas Healthcare Partners. Additionally, this role will partner closely with other EAs on the Executive Support Team and across other lines of business. Key Responsibilities include: Proactively managing executive calendars, which include appointments in multiple time zones, and accommodating last-minute changes and urgent business needs as required.

The Executive Administrative Assistant will provide high-level executive administrative support to the Atlas Executive Leadership team by conducting research, preparing reports, handling information requests, and performing other administrative functions such as preparing correspondence and other time-sensitive documents, receiving visitors, arranging critical conference calls, scheduling complex meetings for multiple executives, coordinating travel & expense reports, and much more.

The ideal candidate will have an exceptional background and experience supporting C‑Suite and other high-level executives such as Vice President and Chief level roles while maintaining professionalism and confidentiality.

ESSENTIAL FUNCTIONS

• Take and transcribe dictation for all meetings as required including but not limited to board meetings.
• Supports multiple Executives and departmental team members. Detail-oriented and high level of organization and communication is required in this role.
• Prepares, collates, and distributes various reports and requests in a timely and accurate manner. This includes completing or handling recurring department projects/board meetings or one-time projects, as directed by supervisor.
• Screens telephone calls and visitors for Executives while directing them to the appropriate parties. Provides appropriate and accurate information to callers, requiring detailed knowledge of department’s area of responsibility and general knowledge of company policies, practices, and operations.
• Performs confidential executive administrative functions where errors could have moderate effect on costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies and taking, transcribing and distributing minutes of important meetings. Ability to manage multiple deadlines occurring simultaneously for multiple Executives.
• Coordinate supervisor’s and/or department’s calendar, including scheduling meetings and appointments, and following established instructions.
• May coordinate training classes, registration and preparation of all materials, AVA setup, and other meeting preparation per Executive or Manager’s request.
• Develop meeting materials/agendas and prepare written data of attendance, etc. Reconciliation of related invoices and expenses for Executives.
• Arrangement of travel and hotel accommodations for executives and visitors as necessary.
• May open and screen mail directed to supervisor. Composes timely and professional responses to inquiries and ascertains which items are of top priority/ urgency and communicates to manager and executive accordingly. Experience as a gatekeeper to Executive’s calendars and time is essential to success in this role.
• May provide clerical and administrative support to department staff per manager or executive’s request. Must maintain a high degree of confidentiality on all sensitive information this position is privy to.
• May maintain supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies and verifying receipt of supplies.
• Other duties as assigned.

Performs all functions according to established policies, procedures, regulatory and accreditation requirements, as well as applicable professional standards. Provides all customers with an excellent service experience by consistently demonstrating our core company values each and every day. A high level of teamwork in conjunction with all leaders and Executive Assistant team members is required.

NOTE

The essential functions are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Specific tasks or responsibilities will be documented as outlined by the incumbent's immediate manager.

MINIMUM QUALIFICATIONS

• Associate’s Degree or equivalent experience required.
• Working knowledge of clerical and administrative services as normally demonstrated through at least four years of administrative support experience.
• Three plus years of direct C‑Suite support experience.
• Must have the ability to follow oral and written directions as they relate to the functions listed above.
• Must have excellent oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as provide assistance with incoming telephone calls and walk‑ins.
• Must have a working knowledge of personal software packages to perform the clerical and administrative functions described above.
• Must have the ability to organize, prioritize and multi-task workload in a fast-paced environment and maintain a professional manner.
• Proficient in MS Office Suite.

PREFERRED QUALIFICATIONS

• Bachelor’s degree and additional experience preferred.

PHYSICAL DEMANDS/ENVIRONMENT FACTORS

OE - Typical Office Environment:

• Requires extensive sitting with periodic standing and walking.
• May be required to lift up to 20 pounds.
• Requires significant use of computer, phone and general office equipment.
• Needs adequate visual acuity, ability to grasp and handle objects.
• Needs ability to communicate effectively through reading, writing, and speaking in person or on telephone.
• May require off‑site travel.

SUPERVISORY RESPONSIBILITIES

• None

DIRECTLY REPORTING

• None

TYPE OF SUPERVISORY RESPONSIBILITIES

• None

SCOPE AND COMPLEXITY

• This position primarily focuses on supporting multiple executive leaders. This position has frequent interaction with, but is not limited to, employees, physicians, patients, visitors, community agencies, vendors, etc.