Executive Assistant

The Executive Assistant will report to and primarily provide support to IPM's Chief Executive Officer with additional support to other key executives and general office administrative support. The role focuses on administrative support, external event coordination, project management, and operations. The Executive Assistant will ensure the information flow across the organization and has a genuine interest being immersed fully and learning all aspects of the executives' business. This position demonstrates a high level of integrity and discretion in handling confidential information, as well as professionalism in dealing with senior executives inside and outside of the company.

Candidates must be able to show proof of COVID vaccination or exemption prior to interview.

ESSENTIAL JOB DUTIES:

• Provides administrative support to executive officers. Manages access to the executive, maintains and modifies executive's schedule. Ensures the executive is made aware of issues that need immediate attention.
• Exercises considerable judgement and discretion in handling requests for appointments and telephone calls.
• Reviews and responds to daily internal/external mail and overnight packages.
• Composes, types, and distributes professional correspondence and E-mails, using individual initiative and as assigned.
• Coordinates CEO and other key executive’s calendar and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.
• Meets and greets visitors in a courteous and professional manner.
• Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
• Conducts research; compiles and types statistical reports.
• Manages executive travel and business expense budgets. May assist the executive with developing annual departmental budget.
• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. Prepares presentation materials for board of director meetings. Prepares special reports, gathers and summarizes data.
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
• Attends meetings and other functions as needed.
• Prepares work agreements and proposals and maintains appropriate records and files.
• Assists with special projects as assigned.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Performs general clerical duties including but not limited to filing, photocopying, and mailing.
• Performs other related duties as assigned by management.

QUALIFICATIONS:

• Associate's degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience.
• Previous experience supporting executive-level roles, including complex scheduling and calendar management, as well as complicated multi-city national travel.
• Excellent verbal and written communication skills.
• Proficient on Microsoft Office, Excel, PowerPoint, and Outlook and familiarity with Microsoft Teams.
• Typing speed a minimum of 50 wpm.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Acute attention to detail.
• Commitment to excellence and high standards.
• Ability to work on complex projects with general direction and minimal guidance.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgement with the ability to make timely and sound decisions
• Creative, flexible, and innovative team player
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Ability to work independently and as a member of various teams and committees.
• Demonstrated ability to plan and organize projects.
• Ability to travel to clinics as needed

We offer generous medical, dental, vision, and prescription drug benefits. In addition, we offer paid time off, 401(k) with employer matching, holiday pay, and a competitive salary. This position is subject to a pre-employment drug screen and satisfactory completion of a background check.

IPM strives to be a diverse workforce that reflects, at all job levels, the patients we serve. We are an equal opportunity employer.

IPM Medical Group is committed to compliance with the American Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please contact us.