- Executive Assistant

Position : Executive Assistant

Working Hours : Monday to Friday 9 AM 5PM CST
Tuesday to Saturday 11 pm 7 am PHT
Salary Range :USD/month

Holidays: : US Holidays

Payment Cycle : Bi weekly

About the company:

Our goal at Genesis Orthopedics & Sports Medicine is simple: free our patients to be more active more athletic and to move freely in their bodies – accessible to everyone not just the select few. That our patients regardless of walk of life move more freely function better and experience life to the full. We accept all public insurance as well as the uninsured.

About the role:

The ideal candidate will a proactive individual that will provide highlevel highly organized administrative support to our executive team enabling them to focus on strategic tasks and maximize their productivity. This role requires someone with exceptional communication skills attention to detail and the ability to handle confidential information with discretion. The Executive Assistant (EA) will be a key contributor to our organization's efficiency and effectiveness.

Duties and Responsibilities:

• Calendar Management: Coordinate and manage executive calendars including scheduling meetings appointments and travel arrangements as well as Depositions Independent Medical Examinations and other coordination of events. Anticipate scheduling conflicts and proactively resolve them to ensure efficient use of time.
• Call Schedule Management: Manage call schedule for surgeons at the practice month to month. Coordinate with various hospital representatives and consider conflicts with OOO dates & holidays compared to facilities on call.
• Time Management Oversight. Assist leadership and organization by optimizing usage of time. Make decisions regarding shortterm priorities and work activities.
• Communication: Serve as the primary point of contact for internal and external stakeholders including screening and directing phone calls emails and other correspondence. Facilitate communication between executives and team members ensuring timely responses and followup actions.
• Meeting Coordination: Prepare agendas documents and presentations for meetings. Attend meetings take minutes and distribute notes to relevant parties. Follow up on action items and ensure deadlines are met.
• Travel Arrangements: Arrange complex travel itineraries including flights accommodations and transportation for visiting guests or partners. Provide executives with detailed travel agendas and necessary documentation. Handle travelrelated expenses and forward reimbursements to accounting.
• Filing Reporting & Data Entry: Assist with various administrative tasks such as filing data entry and document management. Prepare and edit reports presentations and other materials as needed. Maintain accurate records and files.
• Project Assistance: Support executives in managing projects and initiatives including conducting research gathering data and coordinating resources. Track project milestones and deadlines to ensure timely completion.
• Confidentiality: Handle sensitive information with the utmost confidentiality and discretion. Maintain strict confidentiality regarding executive decisions discussions and documents.
• Providing Feedback. This role will assist to identify issues within the organization and initiate or facilitate solutions.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders including clients partners and vendors. Represent the executives professionally in all interactions. Ability to interact with employees and guests at all levels with confidence and professionalism

Other (10% of the position):

• Ordering supplies as needed (ie business & appt cards fliers scrubs lab coats and pens)
• Facilitate office access for all staff including contractors (ie cleaning services PRN workers etc)
• Actively participate in required sta meetings and partner with sta on agenda items and materials.
• Participate in professional development opportunities and professional networks.
• Protect the organization by keeping its information con dential.
• Other duties as assigned.

Qualifications:

• Education. Bachelor's degree.
• Experience. Proven experience as an executive assistant or similar role supporting Clevel executives or senior management. Previous project management experience involving multiple team members and different areas of work.
• Program Proficiency. Microsoft Office Suite (Word Excel Outlook) Notion Adobe Acrobat and other relevant software applications.
• Organization. Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines in a fastpaced environment.
• Communcation. Strong communication skills both verbal and written with a professional and diplomatic demeanor with exceptional attention to detail and accuracy with the ability to maintain high standards of quality.
• Problem Solving. Adaptability and resourcefulness with a proactive approach to problemsolving.
• Planning & Execution Proven ability to develop and meet deadlines. Experience using project management software a plus. Previous experience in project management or event planning is a plus.
• Communication. Flexibility and open communication on boundaries as well scheduled work hours is a must. Must revisit/refine the role expectations in accordance with organizational needs on a quarterly basis.
• Integrity. Discretion and integrity when handling confidential information and sensitive matters.
• Compassion. Healthcare is made of individuals that care for others thus extra care must be taken when responding to staff. A compassionate and active listener are needed in this field.
• Independence & Initiative. Ability to work independently with minimal supervision and as part of a team.
• Schedule Flexibility & Refinement. We are not our work however work can take on an important role in our lives. Flexibility on working occasional evenings as needed and work hours in tandem with this role is required.