Administrative Assistant

Position Summary

This position serves as the primary backup to the Executive Assistant to the CEO/President and will be responsible for managing complex schedules, coordinating meetings, providing support to the finance and clinical departments, and performing a variety of administrative tasks to ensure the smooth operation of administrative office functions. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced, professional environment.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Executive Support & Scheduling (Primary Support):

• Act as primary backup and support to the Executive Assistant to the CEO/President, ensuring seamless coverage during absences.
• Proactively manage complex calendars for members of the executive team, including scheduling and coordinating internal and external meetings, appointments, and conferences.
• Arrange all meeting logistics, including booking and preparation of materials.
• Coordinate domestic itineraries, flights, accommodations, and ground transportation as needed.

Financial Administrative Support:

• Assist the finance department with basic administrative tasks, which may include backup support to purchasing, logging daily checks, and assisting with documentation organization.
• Maintain confidentiality and handle sensitive financial information with discretion.
• Facilitate communication and scheduling between the executive and the finance department.

Chief Medical Officer Administrative support:

• Maintain and coordinate the CMO’s calendar.
• Schedule meetings with internal and external groups and protect designated administrative/strategic work time.
• Organize meeting materials and prepare agendas.
• Triage routine administrative requests and identify items requiring CMO attention.
• Attend designated meetings and document minutes, decisions and action items providing summaries to meeting participants.
  • Follow up with responsible individuals regarding overdue or incomplete assignments
• Coordinate provider schedules, time off request with operational leaders.
• Track provider schedules, projects and other agreed-upon operational metrics.
• Coordinate provider meetings, trainings and required administrative activities
  • Track completion of provider trainings and administrative assignments
  • Maintain calendars for provider-related deadlines and activities
• Track completion of new provider administrative onboarding activities including trainings, equipment, orientation, etc.
• Track major clinical and operational projects that are under the direction of the CMO
  • Coordinate communication and cross-departmental follow-up on CMO-sponsored projects and initiatives
• Provide the CMO with concise weekly summary of outstanding action items.

General Administrative Duties for Executive Team:

• Prepare, edit, and format documents, presentations, reports, and correspondence for the executive team.
• Manage incoming communications (emails and mail) with professionalism, responding or directing inquires appropriately.
• Assist in the planning and execution of company events, board meetings, and senior leadership gatherings.
• Handle occasional personal administrative tasks for executives as requires.

Operational Efficiency:

• Anticipate the needs of the executive team and resolve scheduling conflicts or operational hurdles.
• Serve as a liaison between executives, internal departments, and external stakeholders.
• Maintain office supplies and ensure common areas and conference rooms are prepared for executive use.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Education & Experience:

• Requires Associate’s degree in business-related field required.
• Minimum 2–3 years of experience in an administrative role, preferably supporting senior-level executive or within a corporate environment.

Knowledge, Skills, and Abilities:

• Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Good written and verbal communication skills.
• Outstanding organizational and time-management skills with attention to detail.
• Proven ability to manage multiple priorities, meet deadlines, and maintain composure under pressure.
• High degree of professionalism, discretion, and ability to handle confidential information.
• Strong problem-solving skills and a proactive, service-oriented attitude.