Executive Administrative Assistant

Entertimeonline; Wilmington (NC); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Travel opportunities

Confidentiality & HIPAA awareness

Job summary

EmergeOrtho is seeking an Executive Administrator to support the Executive leadership team, manage calendars, prepare reports and presentations, and handle confidential information with professionalism. You will coordinate meetings, events, and culture initiatives while maintaining accurate records and ensuring smooth operations across North Carolina locations.

The ideal candidate has 4+ years in an EA/PA role, strong MS Office 365 skills, exceptional communication, and the ability to manage

Qualifications

• Bachelor's degree preferred but not required.
• Minimum 4 years of experience as an Executive Assistant, Personal Assistant, or similar role.
• Advanced knowledge of Microsoft Office 365; proficient in Word, Excel, PowerPoint.
• Exceptional presentation skills.
• Strong written and verbal communication abilities.
• Able to be flexible and highly responsive to needs and requests.
• Capable of prioritizing multiple projects concurrently.
• Proactive, with sound judgment, integrity and professionalism.
• Attention to detail with high accuracy.

Responsibilities

• Prepare for meetings: materials, progress tracking, follow-up items, and revise documents.
• Create reports, presentations, memos and document meeting notes.
• Keep executives informed of commitments and responsibilities; follow up as needed.
• Manage calendars and scheduling for the Executive Director/COO and team.
• Serve as primary company contact; greet employees, clients and visitors.
• Plan, organize and support meetings, events and celebrations.
• Maintain an up-to-date electronic filing system.
• Oversee community and culture initiatives; provide direction to management.
• Attend Executive Committee, Finance and Shareholder meetings; record minutes.
• Maintain records of monthly citizenship stipend payments for providers.
• Oversee online reputation management and patient satisfaction surveys; run reports.
• Assist and support marketing initiatives; generate accurate invoices.
• Coordinate recruitment activities for physician candidates; schedule interviews and visits.
• Design and implement employee recognition programs aligned with company values.

Skills

Executive communication

Presentation skills

Calendar management

Multitasking

Organizational skills

Confidentiality

Education

Bachelor's Degree in BADM, Marketing, or Finance

Tools

Microsoft Office 365

Job description

• Job Category Non-Clinical
• Employee Type Full-Time

Description

EmergeOrtho is committed to being the trusted leader in innovative, quality-focused comprehensive musculoskeletal care. With offices across North Carolina, the Executive Administrator is instrumental in supporting the Executive leadership team by managing administrative tasks to ensure a smooth operational flow within the organization. This role is responsible for preparing meeting materials, creating reports, scheduling appointments, and maintaining calendars to facilitate effective communication and follow-up. Serving as a primary point of contact for stakeholders, the Executive Administrator fosters positive relationships and represents the company professionally. Additionally, they coordinate company meetings, events, and celebrations, ensuring they align with organizational goals while handling sensitive information with utmost confidentiality. Overseeing community and culture initiatives, promotes a positive work environment, and provides guidance to the management team.

Why Join EmergeOrtho?

• Hiring Immediately - Start your journey with us right away!
• Great Team - Be part of a collaborative, patient-focused team

Who Should Apply?

If you're highly organized, proactive, and thrive in a fast-paced environment, we'd love to hear from you. The ideal candidate is a skilled communicator who enjoys supporting leaders, managing priorities, and keeping operations running smoothly. If you're ready to make a meaningful impact and play a key role in organizational success

Qualifications and Experience

• Bachelor's Degree in BADM, Marketing, or Finance preferred but not required
• Minimum 4 years of work experience as an Executive Assistant, Personal Assistant, or similar role
• Advanced working knowledge and experience with Microsoft Office 365. Highly proficient in Word, Excel, and PowerPoint
• Exceptional Presentation skills
• Strong written and verbal communication skills
• Ability to be flexible and highly responsive to needs and requests
• Strong ability to prioritize and perform multiple projects concurrently
• Proven ability to take initiative, exercise sound judgment, and act with integrity and professionalism
• Attention to detail with a high level of accuracy

Responsibilities include but are not limited to

• Assists and supports the Executive Director/COO and Executive Team in preparing for meetings, including preparing meeting materials, keeping track of meeting progress and follow up items, and preparing and revising correspondence and other documents, as necessary
• Create reports, presentations, memos/communications, and document meeting notes
• Works closely and effectively with the Executive Director/COO and Executive Team to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Manage calendar(s) and appointment(s) scheduling for the Executive Director/COO and Executive Team
• Serve as the primary contact for the company, greet and establish rapport with employees, clients, visitors, and all other guests entering and exiting the building
• May serve on committees, special projects, or act as a department representative
• Manage sensitive matters with a high level of confidentiality and discretion
• Plan, coordinate, organize, and help at various company meetings, events, and celebrations
• Maintains an up-to-date electronic filing system
• Facilitates all community and culture initiatives and affairs. Provides directive to the management team
• Attend all Executive Committee, Finance, and Shareholder meetings. Record detailed minutes and motions for each meeting
• Maintain records of monthly citizenship stipend payments for providers participating in meetings, ball games, recruitment dinners, or other compensated activities
• Oversee Online Reputation Management and Patient Satisfaction Surveys. Run reports as prompted for Ongoing Professional Practice Evaluations (OPPE). Identifies trends and root causes. Provides directive to the management team to mitigate issues or concerns
• Assist and support the coordination and execution of marketing initiatives
• Generate and prepare accurate and complete invoices based on contracts and agreements.
• Serve as a key point of contact for physician candidates throughout the recruitment process, providing information, scheduling interviews, coordinating site visits, and facilitating communication with managers
• Design and implement employee recognition programs to acknowledge and reward outstanding performance, contributions, and achievements
• Ensure recognition programs align with company values and contribute to a positive work environment

Other

• Frequent travel to other EmergeOrtho locations
• Read and respond to all work-related e-mails promptly
• Maintains patient confidentiality; complies with HIPAA privacy and confidentiality guidelines established by the practice
• Maintains detailed knowledge of practice management and other computer software as it relates to job functions
• Maintains compliance with practice policies and procedures

From the mountains to the coast, EmergeOrtho is North Carolina’s premier provider, recognized for offering world-class, comprehensive, and compassionate care serving patients with 60 locations in 28 counties. As the largest physician-owned orthopedic practice in the state and the 6th in the country, EmergeOrtho’s medical team includes upwards of 170 highly trained orthopedic specialists and nearly as many advanced practice providers. Our subspecialty orthopedic teams offer advanced expertise in conditions of the bones, muscles, and joints. Providing multiple locations, extensive orthopedic services including therapy, and focusing on continuity of care are among the top priorities of EmergeOrtho. Please visit https://emergeortho.com/careers/ for additional information

EmergeOrtho, P.A. complies with applicable civil rights laws and does not discriminatebased onrace, color, religion, national origin, age, sex, gender identity or expression, sexual orientation, pregnancy, childbirth and related conditions, including but not limited to, lactation, disability, veteran status, genetic information, or any other class protected by the state or local law.

Note: Available benefits based on hours worked per week.