Executive Assistant - 26-69

We are seeking a highly organized and proactive Executive Assistant to support senior executives with a variety of administrative tasks. This role involves managing calendars, coordinating meetings, facilitating travel arrangements, preparing correspondence, and maintaining confidential files. The ideal candidate will be detail-oriented, able to handle multiple priorities, and demonstrate strong communication skills.

Key Responsibilities:

• Calendar Management: Schedule and organize appointments, meetings, and events for assigned executives. Ensure all logistics (conference rooms, travel, catering) are managed efficiently.

• Communication & Correspondence: Prepare, edit, and proofread correspondence, presentations, agendas, and reports. Create organizational charts and other materials as needed.

• Scheduling Support: Assist in managing the calendars of directors working closely with assigned executives. Ensure seamless scheduling coordination across all parties.

• Vendor & Event Coordination: Build relationships with external vendors, solicit bids, and negotiate contracts for offsite meetings, events, and Board of Directors’ retreats.

• Call Screening & Message Management: Professionally handle incoming calls, redirecting them to appropriate personnel or responding to inquiries as needed.

• Document Management: Maintain and organize administrative files, ensuring confidentiality and secure access to sensitive materials.

• General Office Support: Perform general office duties, including photocopying, filing, supply management, and correspondence distribution. Coordinate with facilities for equipment maintenance.

• Confidentiality & Discretion: Handle confidential information with the utmost discretion and integrity.

Non-Essential Responsibilities:

• Additional duties may be assigned as necessary.

Skills & Qualifications:

• Experience: 3-5 years of executive assistant experience, preferably supporting senior-level executives.

• Education: College training or completion of business-related courses in office procedures, filing, data entry, and word processing.

• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access). Familiarity with BoardVantage and DocuSign and Workday a plus.

• Typing Speed: 55-60 wpm.

• Attention to Detail: Strong proofreading skills with a focus on accuracy, grammar, and spelling.

• Communication: Exceptional verbal and written communication skills, with the ability to interact with stakeholders at all levels.

• Interpersonal Skills: Strong interpersonal skills and the ability to handle sensitive and confidential information with professionalism.

• Work Environment: Ability to thrive in a fast-paced, high-pressure environment while managing multiple priorities.

• Additional: Experience in the medical field is a plus.

Education:

• Minimum level of education required – High School/GED required; AA or BA/BS desired. 

Additional Information

Salary: $75,000.00 - $88,000.00 plus bonus potential

Hill Physicians is an Equal Opportunity Employer