Executive Assistant

GENERAL SUMMARY

Supports senior managers and provides timely, high-quality assistance in all administrative and clerical capacities to top-level executives within the hospital.

Impeccably skilled and organized with the ability to schedule meetings, make travel arrangements, and organize short and long-term calendars.

Anticipates and addresses the needs of senior leadership and performs all administrative tasks necessary to ensure the hospital workflow runs at maximum efficiency.

Contract Management

Contract activity with moderate to high risk to the hospital. Contract activity may be non-routine and require development of specialized contract vehicles and techniques to accomplish business goals and objectives.

Generally, involves independent judgment and analysis of significant issue identification and resolution. May require development of new contract policies and processes or assessment of required deviations from established norm.

ESSENTIAL FUNCTIONS :

Executive Assistant

• Manage and coordinate daily, weekly, and monthly calendars of senior managers.
• Organize logistics and plan events.
• Prepare correspondence, reports, and materials for publications and presentations.
• Schedule necessary meetings and create, transcribe, and distribute meeting agendas and minutes.
• Liaise between executives and employees.
• Generate regular reports, manage spreadsheets, and update databases.
• Make and confirm all travel arrangements.
• Setup accommodation and entertainment arrangements for company visitors.
• Greet and receive visitors.
• Manage phone calls and emails with professionalism.
• Respond in a timely fashion to managers' requests.
• Facilitate communication within the hospital to maximize workflow (e.g. distribute vital information, schedule presentations and plan for logistical needs).
• Commitment to efficiency a willingness to seek best practices in running the office.
• Able to troubleshoot challenges as they arise.
• Able to take minutes for executive, board, and MEC meetings.
• Maintain log for all policies / procedures, plans, and contracts approved by the medical staff and the board.

Contract Management

• Establishes highest-level contract strategy and drives implementation of strategic contract opportunities with the most significant impact to the corporation.
• Provides contractual domain expertise in implementation, execution and administration.
• Ensures all contracts are up to date and meeting the quality indicators if it is applicable.
• Understands the business case and has an appreciation of financial / analytical issues and profit and loss implications
• Organize, locate, and update contracts as well as send to legal (corporate).
• Receives all original documents (Contract Services Cover Page Appendix A) of any contract proposal.
• Work with Activault upload all new contracts into the system.
• Establish a system for processing, reviewing, and renewing contracts.
• Ensure communication between Corporate, Legal, and C-Suite

MINIMUM KNOWLEDGE AND SKILLS REQUIRED :

Executive Assistant

• Successful work experience as an Executive Assistant, Administrative Assistant or similar role.
• Strong working knowledge of office procedures and protocols
• Proficiency with computer systems, including experience with office management systems, Microsoft Office suite, and the ability to learn new software applications.
• Proficiency with Power Point, Data Analysis, and Spreadsheets.
• Familiarity with cloud systems and calendaring software.
• Comfortable using all necessary office equipment, including printers and fax machines.
• Excellent professional communication skills, written and verbal and the ability to type 60 WPM.
• Commitment to discretion and confidentiality concerning sensitive company information.
• Excellent organizational skills, a proactive mindset, and ability to multitask and prioritize work.
• Additional duties as assigned.

Contract Management

• Excellent presentation, teambuilding and leadership skills.
• Ability to draft moderate to complex, non-routine contractual instruments.
• Ability to perform in complex cross-functional business environment
• Motivational and visionary leadership skills.
• Requires high degree of independent and creative judgment.
• Working to excellent knowledge of corporate policies and procedures, coupled with ability to identify required improvement to established policies and to communicate implementation procedures to others.
• Additional duties as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIRED

• Minimum of an Associate’s Degree in business preferred.
• Minimum of 3-5 years of secretarial experience.
• 3-5 years of contract experience.
• Paralegal experience preferred.

LICENSURE AND CERTIFICATION

N / A

ENVIRONMENTAL AND PHYSICAL REQUIREMENTS

• Works in temperature controlled environment.
• Must to able to read, write and speak English fluently, have cognitive skills for math, reading, filing and sterile technique skills.

Vision for near, mid-range, far and accommodation. Hearing for low, medium, and high pitch.

• Communication skills to deal well with employees, patients, families and physicians.
• Requires physical ability for standing, sitting, crouching, kneeling, frequent walking, reaching above head and below waist.
• Risks include exposure to blood and body fluids (moderate), contact with laser and chemicals, lifting of 30-50 pounds, and exposure to infectious disease.

Omni Therapy, a leading provider of integrative health and wellness services, is seeking a dynamic and highly-organized Executive Assistant to join our team.

As an Executive Assistant, you will be responsible for providing high-level administrative support to our management team and ensuring the smooth operation of our healthcare organization.

If you have exceptional organizational skills, outstanding communication abilities, and a passion for healthcare, we encourage you to apply.

Responsibilities

• Manage and maintain executive schedules, including arranging appointments, meetings, and travel itineraries
• Coordinate and execute day-to-day administrative tasks, such as answering calls, responding to emails, and handling correspondence
• Prepare reports, memos, letters, and other documents, using Word, Excel, PowerPoint, and other software applications
• Organize and file confidential documents and sensitive information
• Monitor and track departmental budgets and expenses, and prepare financial reports
• Participate in meetings, take minutes, and distribute agendas and other materials
• Assist with various HR and recruitment tasks, including scheduling interviews, coordinating onboarding, and managing employee records

Requirements

• 2+ years of experience in an executive assistant, administrative assistant, or similar role
• Excellent verbal and written communication skills
• Exceptional organizational and time-management skills
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Proficiency in Microsoft Office Suite and other office software
• Ability to maintain confidentiality and handle sensitive information in a professional manner

Benefits

Join the team and get all you deserve :

• An excellent working environment
• Health Insurance
• Vision Insurance
• Life Insurance No Cost to employee
• 401K with Profit Sharing

Benefits

• Remote work with flexible hours

Job Summary :

Under general supervision, responsible for providing advanced administrative support for senior management and executives.

Job Duties :

• Prepares correspondence, memoranda, reports, or related documents and materials.
• Initiates routine and non-routine correspondence / memoranda as needed.
• Prepares and submits requisitions, forms, reimbursements, and vouchers for vendors and staff.
• Monitors emails and assist with timely and appropriate responses for priority matters.
• Screens and routes calls and visitors, as appropriate, and resolves routine and complex inquiries.
• Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements accordingly.
• Assists in directly organizing and obtaining documents needed for meetings.
• Drafts agendas, and prepares and distributes meeting minutes.
• Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes.
• Organizes and maintains files and key documents for appropriate record keeping.
• Serves as administrative liaison and first point of contact for resource to departments and offices within the institution regarding policies and procedures.
• Performs all other duties as assigned.

Education :

Bachelor's degree in related field is required.Will accept experience in lieu of degree.

Experience :

Five (5) years of related experience is required.

Preferred :

Experience in Higher Education.

Executive Assistant needed in the San Antonio, TX area. With the help of this individual, the architects are hoping to focus more on their projects and much less on the back-end / daily administrative tasks.

We are looking for an exceptional candidate who is willing to go above and beyond - just like other members of this team do on a daily basis.

We are looking for someone that has a servant's heart and wishes to free up these talented architects to help them do what they’re good at doing.

The candidate should have a proven track record of creating and implementing systems and procedures in an office atmosphere.

This person will have a strong sense of urgency and must enjoy "to-do lists". The ideal candidate will work well with minimal supervision, gradually taking on more responsibility and leadership within the team.

Compensation :

• Salary Range : $50,000 - $60,000
• Paid Time Off (PTO)
• Health Benefits
• 401k match
• Rapid growth potential

Compensation :

$50,000 - $60,000 yearly

Responsibilities :

• Supports and prioritizes the needs of assigned Leaders and their teams.
• Manages and coordinates multiple calendars, both individual and team specific.
• Prepares presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
• Schedules client meetings for principals and team.
• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.
• Ensures architectural licenses are updated and accurate while maintaining AIA credits for recording with the Licensure Department.
• Responsible for organizing tasks by level of urgency. Ensures the day-to-day tasks are well organized and efficient.
• Manages sensitive matters with a high level of confidentiality and discretion.
• Flexible hours as required by the needs of business for special projects and meetings outside of business hours.
• Maintaining and improving database management system(s).
• Screening and directing phone calls; distributing correspondence.
• Handling requests and queries appropriately.
• Assisting clients and helping them to have an extraordinary experience.
• Managing day-to-day office operations.
• Tracking expenses accurately and creating effective budgets.
• Receiving and routing mail at the office.
• Handling basic bookkeeping and invoicing.
• Attend important events and build relationships with previous and potential clients.

Qualifications :

• Minimum of 2 years experience as a high-functioning administrative assistant to senior leaders or equivalent corporate experience.
• Demonstrates excellent interpersonal, written, and verbal communication skills.
• Demonstrates strong organizational and time management skills.
• Exhibits initiative, problem-solving, and decision quality with great attention to detail in a fast-paced environment.
• Effectively communicates with supervisors through timely and appropriate written, oral, and visual means.
• Tech-savvy. Advanced computer skills including document and presentation preparation; database creation and management;

contact management; research and high proficiency in Microsoft Office and Google Workspace.

• Able to work independently to support a team and appropriately manage time.
• Discretion and confidentiality.
• Customer service focus.
• College degree preferred.
• Comfortable handling strong personalities.
• Must be thorough and Love to-do lists.
• This person must have a Can and Will Do attitude.

About Company

CREO is an architecture firm with a commitment to innovation and a desire to nurture an entrepreneurial spirit. At the core of our practice is a belief in the power of creativity and passion to pursue it to improve the built environment.

We foster a culture of innovation and self-discipline, freedom and responsibility, and do not discriminate on projects by scale or budget, but rather welcome the challenge to exercise restraint, and design within the given parameters.

All design projects are an opportunity to positively influence our surroundings, and at CREO we view it as a privilege to help you seize those opportunities.

We’re looking for a professional, proactive, highly-organized executive assistant to play a key role in our growing team.

You’ll be responsible for assisting our high-level executive with administrative duties such as making travel arrangements, overseeing itineraries, answering phone calls, and managing our office filing system.

If you love the idea of stepping into a versatile role and working closely with leadership, we want to hear from you! Compensation :

$53,000

Responsibilities :

• Serve as the main contact for high-level executive
• Make sure basic bookkeeping duties are completed in a timely manner
• Manage office duties such as organizing filing systems and ordering office equipment and supplies
• Help prepare meetings and take detailed minutes
• Make sure executive schedules including travel arrangements, itineraries, and team meetings, are organized and up-to-date

Qualifications :

• Strong organizational skills, communication skills, time management skills, and interpersonal skills
• Must be comfortable using Microsoft Office
• High school diploma or G.E.D. required
• Experience handling confidential information and adhering to strict deadlines
• At least 2+ years of experience as an executive assistant, or experience performing supportive duties

About Company

43 Realty is a successful San Antonio-based Real Estate Agency.

At 43 Realty, we have a Client-first mentality. We exist to serve the needs of our Clients whether that is buying, selling, or property management.

We deliver a winning experience and ensure that we maintain life-long, trusting relationships with all of our Clients well after every transaction.

Our qualified team brings consistent and effective communication, as well as a network of resources that are exclusive to our Clients.