Executive Assistant to CEO

Summary of Responsibilities: The person in this role will assist daily activities and performing a variety of administrative, coordination, and support duties for the CEO, and, as necessary, other members of the Practice management team or Providers.

Essential Job Functions: 

• Monitors the current status of work for the CEO, 
• Anticipates CEO's needs by gathering records, reports, 

maintains administrative files and assists in establishing office systems

for administrative functions.

correspondence or other specific information. Also assists in the care 

and maintenance of office equipment in the administrative offices.

• Handles confidential matters and prepares various documents 

concerning clinic policies and practices, including composing and 

disseminating correspondence to appropriate individuals.

• Answers phones in the CEO’s office as needed, informs 
• Makes travel arrangements for the Doctors and management 
• Attends meetings as assigned, takes and distributes minutes and 
• Handles a variety of communication matters involving contact with 
• Coordinates the development and maintenance of a management 
• Monitors the current status of work for the CEO, 
• Anticipates CEO's needs by gathering records, reports, 
• Handles confidential matters and prepares various documents 
• Answers phones in the CEO’s office as needed, informs 

the CEO of operational problems and determines action 

necessary in CEO's absence, handling with management 

team input matters not requiring executive disposition. 

staff and maintains the appointment calendar for the Practice 

CEO. Arranges appointments, meetings and conferences 

for the Doctors and CEO. Contacts the appropriate persons

to attend.

reports on major points, actions resolved or to be taken.

various staff, board members, medical and functional management 

committees, and the public, i.e., coordinates new brochures and

internal materials for departments/satellites and/or refines existing 

materials; coordinates pricing, placement and publishing of ads, media 

announcements, marketing materials, publications; coordinates annual 

listings for phone and other resource publication listings; coordinates 

use of presentation software for sales/marketing presentations, 

coordinates direct mail campaigns, etc.

database to capture, report and review key data for the management 

team, including compiling marketing and planning data on competitors, 

referrals, patient origin and volume to provide the management team 

with data for internal and external analysis.

seminars and training. Assists in producing materials for sales 

presentations, marketing seminars and training.

maintains administrative files and assists in establishing office systems

for administrative functions.

correspondence or other specific information. Also assists in the care 

and maintenance of office equipment in the administrative offices.

concerning clinic policies and practices, including composing and 

disseminating correspondence to appropriate individuals.

the CEO of operational problems and determines action 

necessary in CEO's absence, handling with management 

team input matters not requiring executive disposition.

• Maintains strictest confidentiality.

Able to work flexible hours as needed.

Competencies:

1. Knowledge of organizational policies, procedures and systems. 
2. Knowledge of office management techniques and practices. 
3. Knowledge of computer systems, programs and applications. 
4. Knowledge of research methods and procedures sufficient to compile data and prepare reports.
5. Knowledge of grammar, spelling and punctuation. 
6. Knowledge of purchasing, budgeting, and inventory control.
7. Ability to be organized, self-motivated and able to exercise independent judgment.
8. Ability to establish and maintain effective working relationships with other employees and the public. 
9. Ability to work under pressure, communicate and present information. 
10. Ability to read, interpret, and apply clinic policies and procedures. 
11. Ability to identify problems, recommend solutions, organize and analyze information. 
12. Ability to establish priorities and coordinate work activities.
13. Ability to identify appropriate and newsworthy topics for publications and media relations.
14. Ability to work effectively with printers and other vendors to produce materials on time, to specification and within budget.
15. Ability to coordinate and complete several tasks simultaneously.

Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

Minimum Education Requirements

Baccalaureate degree in health or business administration preferred, but significant experience may be substituted.

Minimum Background Requirements

Minimum of two years of administrative experience including one year with a health care organization.

Minimum Demonstrated Skills

1. Skill in taking and transcribing meeting minutes and in the operation of office equipment.
2. Skill in developing and implementing effective communications programs using writing and editing techniques and showing interpersonal, problem-solving and decision-making competencies. 
3. Skill in effective use of software.