Assistant To Ceo Jobs (NOW HIRING)

Job Description
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.
Responsibilities
Essential Job Functions:
• Monitors the current status of work for the CEO,
maintains administrative files and assists in establishing office systems
for administrative functions.
• Anticipates CEO's needs by gathering records, reports,
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
the CEO of operational problems and determines action
necessary in CEO's absence, handling with management
team input matters not requiring executive disposition.
• Makes travel arrangements for the Doctors and management
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.
• Attends meetings as assigned, takes and distributes minutes and
reports on major points, actions resolved or to be taken.
• Handles a variety of communication matters involving contact with
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.
• Coordinates the development and maintenance of a management
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.
• Monitors the current status of work for the CEO,
maintains administrative files and assists in establishing office systems
for administrative functions.
• Anticipates CEO's needs by gathering records, reports,
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
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.
• Generate and distribute operational and performance reports for the Ambulatory Surgery Center (ASC) on a bi-weekly basis.
• Coordinate the collection, tracking, and reporting of monthly Key Performance Indicators (KPIs).
• Lead and facilitate employee engagement meetings, fostering a positive and collaborative workplace culture.
• Manage conference room scheduling and ensure meeting spaces are prepared and organized.
• Provide administrative support for physician scheduling, mentoring sessions, and related activities.
• Maintain flexibility to support organizational events, including occasional evening and weekend commitments.
• Coordinate physician recruitment activities, guiding candidates through the interview, onboarding, and hiring processes.
• Create, post, and manage physician job advertisements across appropriate recruitment platforms.
• Serve as a liaison between physicians, leadership, and administrative teams to support operational efficiency and communication.
Qualifications
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.