Executive Assistant (32856)

GI Alliance; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Urology Austin is seeking an Executive Assistant to provide high-level support to the President and Executive Team in a highly visible role. The position requires exceptional interpersonal and written communication skills and the ability to handle confidential matters with discretion.

You will coordinate workload across Administrative staff, arrange travel, manage schedules, and prepare reports and documents for senior leaders.

Qualifications

• High school diploma and bachelor’s degree required.
• MBA and/or Health Administration preferred.
• At least five years of related experience.
• Excellent verbal and written communication skills.
• Excellent organizational and time-management skills.
• Ability to maintain confidentiality within the company.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Proficient with Microsoft Office Suite or similar software.

Responsibilities

• Functions as Executive Assistant to the President of Urology Austin, making decisions, interpreting protocol, recommending office policy.
• Provides high-level administrative support and assistance to the President and Executive Team.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for Executive staff.
• Arranges travel and accommodations for Executives and Providers.
• Schedules meetings on behalf of executives, retrieves transcriptions and recording minutes via TEAMS.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Serves as a coordinator for all leadership meetings.
• Communicates with third party Marketing Firm to ensure smooth implementations and information to all staff.
• Coordinates activities of the office support personnel within Urology Austin.
• Sets up and maintains a variety of office files, to include contracts and leases.
• Works with attorneys and consultants’ and other professionals within the community and maintains current knowledge of special projects and general activities related to them.
• Works with Credentialing Team to ensure all providers are fully credentialed and keeps records secure and confidential.
• Performs additional duties as assigned by Urology Austin President.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Confidentiality

Microsoft Office

Team coordination

Education

Bachelor’s degree

MBA/Health Administration preferred

Tools

Microsoft Office Suite

Job description

Position Summary

The Executive Assistant will provide high-level administrative support to the President and Executive Team. Position is in a highly visible area, and therefore, strong interpersonal and communication skills are a must. Handles or assists with administrative matters of a confidential nature, frequently involving sensitive internal and/or external contact. Assists with coordination of workload among the Administrative support staff when needed. Makes recommendations for change in clerical and/or office procedures, as appropriate.

Position Summary

The Executive Assistant will provide high-level administrative support to the President and Executive Team. Position is in a highly visible area, and therefore, strong interpersonal and communication skills are a must. Handles or assists with administrative matters of a confidential nature, frequently involving sensitive internal and/or external contact. Assists with coordination of workload among the Administrative support staff when needed. Makes recommendations for change in clerical and/or office procedures, as appropriate.

Job Relationships

• Reports to the President of Urology Austin and other executive team members.


• Maintains extensive contact with Urology Austin Corporate Executive Team, providers, and office staff to provide administrative assistance where needed.

Essential Skills And Experiences

• High school diploma and bachelor’s degree required


• Master’s in Business Administration and/or Health Administration preferred.


• At least five years of related experience required.


• Excellent verbal and written communication skills


• Excellent organizational skills and attention to detail.


• Excellent time management skills with a proven ability to meet deadlines.


• Ability to function well in a high-paced and at times stressful environment.


• Able to maintain confidentiality within the company.


• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.


• Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software

Essential Job Responsiblities

• Functions as Executive Assistant to the President of Urology Austin, making decisions, interpreting protocol, recommending office policy.


• Provides high-level administrative support and assistance to the President and Executive Team.


• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for Executive staff.


• Arranges travel and accommodations for Executives and Providers.


• Schedules meetings on behalf of executives, retrieves transcriptions and recording minutes via TEAMS.


• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.


• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.


• Serves as a coordinator for all leadership meetings.


• Communicates with third party Marketing Firm to ensure smooth implementations and information to all staff.


• Coordinates activities of the office support personnel within Urology Austin.


• Sets up and maintains a variety of office files, to include contracts and leases.


• Works with attorneys and consultants’ and other professionals within the community and maintains current knowledge of special projects and general activities related to them.


• Works with Credentialing Team to ensure all providers are fully credentialed and keeps records secure and confidential.


• Performs additional duties as assigned by Urology Austin President.