Executive Assistant to CEO

Advanced Radiology Services, P.C.; Grand Rapids (MI); Remote; USD 60,000 - 90,000; Full time

Benefits offered by this job

Remote work

401k contributions

HSA contributions

Team collaboration culture

Job summary

Advanced Radiology Services, P.C. is seeking an Executive Assistant to support the CEO, CFO and senior leadership.

You will manage calendars, coordinate travel, prepare correspondence and assist with corporate and legal documents while maintaining strict confidentiality. Ideal candidates will have 5–10 years of experience supporting C‑level executives in medical settings, strong Microsoft Office skills, and exceptional organizational abilities.

Qualifications

• Bachelor’s degree required, 5–10 years supporting C‑level executives in a medical setting preferred.
• Proficient in Microsoft Office with strong written and verbal communication.
• Excellent organizational skills and ability to manage multiple priorities.

Responsibilities

• Manage complex calendars and travel for CEO, CFO and executive team.
• Draft and prepare correspondence and important documents.
• Coordinate board and committee materials and meetings.
• Liaise with internal and external stakeholders with discretion.
• Support confidential payroll and HR related tasks as needed.

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Job Type

Full-time

Description

Who we are:

Advanced Radiology Services is one of the largest 100% physician-owned and managed radiology practices in the country. Our growing practice includes 180 radiologists, 30 advanced practice providers, and 160 employees providing administrative support in our wholly owned subsidiary STARS. We provide services to more than 60 different sites across the state of Michigan.

What we are looking for:

We are hiring for an Executive Assistant to support our CEO, CFO, ARS President and Executive Vice President. They will be responsible for providing a wide range of complex services to support the Executive Leadership and Physicians by answering questions, furnishing information, composing correspondence, assisting with the initial review, preparation and organization of various corporate and legal documents, gathering data and tracking information.

Executive Support Responsibilities:

• Complete a broad variety of administrative tasks for the CEO, CFO and ARS physician leadership (executive team) including: managing a complex calendar of appointments; completing expense reports; composing and preparing correspondence; arranging detailed travel plans, itineraries, and agendas.
• Plan, coordinate and ensure the executive teams’ schedules are current, followed and respected.
• Communicate directly, and on behalf of the executive team with Board members, staff, and others, on matters related to company initiatives.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadlines or other pressures.
• Help key executives make consistent decisions by advising them of historical precedents; serving as liaison between them and the executive team.

Board Support and Liaison/Committee Support

• Provide administrative support for board meetings and other assigned committees.
• Maintain discretion and confidentiality.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings, and distribution of minutes after meetings, in electronic format.
• Coordinate the collection of data from a variety of sources for inclusion in reports and presentation in anticipation of administrative needs.
• Arrange logistics of ARS Board and Committee meetings, when applicable.

Administrative

• Prepare and submit physician payroll documentation to the accounting department.
• Maintain confidential documents regarding strategic growth, billing practices, financial information, employment information and other business practices.
• Prepare initial drafts of various corporate documents. Prepare internal and external documents in accordance with office policies and procedures.
• Assist with team building initiatives and overall support for maintenance of organizational culture and employee morale.
• Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Answer phones, disseminate messages when necessary; delineate circumstances requiring leadership’s involvement.
• Act as a liaison between outside entities and administration.
• Respond to questions and requests; resolve problems requiring in-depth knowledge of organizational and corporate structures, protocols, policies, procedures and strategies. Inform executives of any deviation on items requiring his/her attention.
• Additional duties and responsibilities as assigned.

What do our employees appreciate most about working for STARS?

• Working from home! Most of our positions are fully remote while the corporate trend has been to require employees to work on site most or all the time. Remote work allows more flexibility, autonomy, and work/life balance.
• It’s important work! Radiology is a crucial part of health care and employees are proud that the work we do impacts patients in our communities every day.
• Although costs continue to rise, our benefits are still better than the market - employees appreciate the generous 401k and HSA contributions.
• Although we are a primarily virtual work force- employees appreciate that we place a high value on culture and do many things to support teamwork, transparency, and communication amongst colleagues.
• Bachelor’s degree and 5-10 years of experience supporting C-Level Executives, specifically in medical office setting if required.
• Proficient in Microsoft Office Suite
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and ability to build relationships with staff, board members, external partners and customers.
• Expert level written and verbal communication skills.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team player and have ability to be extremely effective working independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Be highly ethical and committed to doing the right thing.
• This is a full-time position that is primarily first shift/weekdays but will vary at times. Occasional evening and weekend work is required.