The Executive Assistant supports the general administrative functions of the business owner/physician. The Executive Assistant will manage designated administrative functions, including scheduling, planning meetings, processing invoices, handling travel arrangements, expenditure reports, presentations, and other projects as needed. The Executive Assistant must be well-organized, thorough, have strong attention to detail, possess strong MS Office skills, and be proactive in handling assigned tasks and projects consistently, in confidence, and to conclusion.
Must be able to communicate well with industry executives, physicians, and academic institutions on the physician’s behalf. Uses judgment and discretion to solve various complex scheduling situations and conflicts.
- Schedules, maintains, and prioritizes calendars for appointments, meetings, and travel.
- Plans and organizes the administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development, if needed.
- Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement.
- Handles written and oral communication and answers inquiries related to physician’s business and consulting matters. Resolves problems and prioritizes needs requiring in-depth knowledge of physician's commitments and responsibilities.
- Collects and tracks receipts from meetings/events and submits for reimbursement. Tracks payment of invoices.
- Establishes and maintains filing systems for records, files, and documentation. Maintains confidential materials and records.
- Responsible for following up correspondence and initiating appropriate return correspondence as appropriate.
Knowledge, Skills & Abilities Required:
- Ability to effectively manage time and priorities.
- Must have flexible availability for meeting with physician before/after clinic (early monrings/evenings)
- Demonstrated ability to maintain a high degree of confidentiality.
- Ability to prioritize office workflow and make effective administrative decisions to increase efficiency, accuracy, and productivity.
- Ability to take initiative to develop correspondence as appropriate, and independently problem solve.
- Demonstrated ability to tactfully and effectively communicate (written and verbal) with highly visible customers/leaders/institutions.
- Must be proficient in the use of Microsoft Office (Excel, PowerPoint and Word) or similar products.
- Demonstrates organizational ability and attention to detail and accuracy.
- Ability to work effectively without direct supervision.
Job Types: Part-time, Contract
Pay: $17.00 - $21.00 per hour
Expected hours: 5 – 15 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Application Question(s):
- Are you available for meetings at 7am and 7pm?
Work Location: Hybrid remote in Naperville, IL