Executive Assistant

We are seeking a highly organized, detail-oriented Executive Assistant who thrives in a fast-paced environment and can operate with a high level of professionalism, discretion, and independence. This role is ideal for someone who is proactive, exceptionally productive, and able to anticipate needs before they arise. The right candidate will be skilled at managing multiple priorities, keeping leadership organized and on track, and handling confidential information with sound judgment and accuracy. Strong communication skills, initiative, adaptability, and the ability to work with minimal supervision are essential.

POSITION DESCRIPTION

I. TITLE OF POSITION: Executive Assistant

II. NATURE OF POSITION: This is a safety sensitive position. The Executive Assistant provides high-level administrative support for the CEO to ensure they can efficiently accomplish key tasks and company initiatives. They keep the executive’s communications organized so that they can easily access the most important information without having to sort through low-priority items. They manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation.

III. QUALIFICATIONS:

A. High School graduate

B. Administrative Experience: 1 year (Preferred)

C. Personal maturity, cooperation, ability to communicate clearly.

D. Time management and ability to meet deadlines.

E. Strong organizational skills and ability to multitask.

IV. SALARY GRADE AND CLASSIFICATION: Non-exempt

RESPONSIBLE TO: Chief Executive Officer

V. SPECIFIC FUNCTIONS:

A. Acts as the point of contact for the CEO among other executives, employees, and clients.

B. Manages the executive’s calendar, including making appointments, travel arrangements and prioritizing the most sensitive matters.

C. Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.

D. Maintaining comprehensive and accurate records.

E. Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary. Accurately recording details during meetings.

F. Act as a liaison and provides support to the Board of Directors. Arrange and handles all logistics for Board meetings and events: scheduling meetings; drafting agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.

G. Ability to use various software including word processing, spreadsheets, and databases.

H. Ability to speak confidently and professionally to our patients, vendors, and all clients.

I. Other projects/duties as assigned for the overall benefit of the organization.

J. Has the ability to work remotely at the discretion of the supervisor and in alignment with GSP Health policies.