Executive Assistant

Talentify; Pinehurst (NC); On-site; USD 42,000 - 55,000; Full time

Job summary

Talentify is seeking an experienced Administrative Assistant to support the Corporate Office and C-suite staff in our Pinehurst, NC location. You will manage meetings, track agendas, prepare minutes, coordinate travel, and handle confidential correspondence, while ensuring smooth daily operations and effective communication across teams.

The role requires an Associate degree in healthcare or business and at least five years of office support experience, preferably within a healthcare

Qualifications

• Associate degree in healthcare or business with minimum of five years’ office support experience required.
• Bachelor’s degree preferred.
• Experience within the healthcare environment preferred.

Responsibilities

• Acts as receptionist for the Corporate Office, greeting visitors, patients, volunteers, and employees.
• Coordinates travel arrangements for office staff and others as necessary.
• Manages meetings, agendas, minutes and needed technology for success.
• Maintains calendar of appointments and activities for executives.
• Prepares correspondence in proper format and handles confidential information.

Skills

Administrative support

Scheduling

Communication

Meeting coordination

Records management

Education

Associate degree in healthcare or business

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

Overview

1. Uses an appropriate problem-solving approach to plan performance of services.

• Manages meetings, agendas, minutes and needed technology for success.
• Organizes and completes activities for assigned projects/reports in a timely manner.
• Coordinates travel arrangements for office staff and others as necessary, to ensure needs are effectively met.
• Sorts, prioritizes, and distributes incoming mail of both routine and confidential nature
• Uses own initiative to compose and type routine correspondence.
• Provides backup support for Administrative and Executive Assistant.
• Establishes rapport and cross-coverage with other Senior Management support staff to ensure continuous and appropriate office support needs are met.
• Completes/reconciles expense reports as needed.
• Other duties as needed in support of effective management of the Corporate Office and Corporate activities.

1. Provides services with consideration of the physical, psycho-social, cultural/spiritual, and age-specific needs of those served.

• Acts as receptionist for the Corporate Office by greeting (both in person and on telephone) visitors, patients, volunteers, and employees in a pleasant and professional manner.
• Makes customers feel at ease by performing office hostess duties.
• Coordinates the FHPG Board meeting and activities; serves as recording secretary for the Board.
• Coordinates QualityFirst meetings and other meetings as requested including distribution of meeting notices, agenda preparation, recording minutes, and other necessary administrative support activities.

1. Uses equipment/supplies correctly.

• Coordinates resources and supplies to ensure daily workload is completed in a productive, efficient manner.
• Prepares correspondence in proper format that minimizes rework prior to final distribution.

1. Uses appropriate safety and infection control measures.

1. Teaches/directs/advises/informs others in an appropriate manner.

• Coordinates supervisors’ schedule and communicates orally and in writing any changes in a timely manner.
• Communicates information to leadership, staff, physicians, and community members accurately and in a timely manner.
• Maintains calendar of appointments and activities for CMO, CQO, President FHPG, CSIO.
• Supports medical affairs leaders as needed.

1. Reports/records information correctly.

• Maintains organized filing system that allows immediate access and retrieval.

Acts as payroll preparer for medical affairs and others as assigned.

Qualifications

Associate degree in healthcare or business with minimum of five years’ office support experience required. Bachelor’s degree preferred. Experience within the healthcare environment preferred.

Associate degree in healthcare or business with minimum of five years’ office support experience required. Bachelor’s degree preferred. Experience within the healthcare environment preferred.