Executive AssistantJoin Our Team as an Executive Assistant!Are you a highly organized, detail-driven professional looking to make a meaningful impact in the healthcare industry? We are seeking a dynamic Executive Assistant to support our Chief Medical Officer (CMO) and play a vital role in keeping things running smoothly.If you are a self-starter who excels in fast-paced environments, loves working with people, and thrives on being dependable and proactive, we want to hear from you! Join us in making a difference in healthcare! Job Title: Executive AssistantLocation: Hybrid (2 days onsite required in Carbondale Illinois)Hours: Monday - Thursday 8:00 AM - 4:30 PM Friday 8:00 AM - 2:00 PM (or until 40 hours are met)Salary Range: $22.00 - $26.00 / depending on life, work, and educational experiencePosition Overview: The Executive Assistant provides vital administrative support to the Chief Medical Officer (CMO), managing calendars, scheduling meetings, and coordinating communication. This role involves tracking meetings, managing provider notes, and assisting with the planning of various events and conferences. The position also oversees relationships with external coaching vendors and the student preceptorship program, ensuring seamless coordination between departments and stakeholders. Additional responsibilities include updating the company website, managing subscriptions, and supporting CME tracking. Strong organizational, communication, and problem-solving skills are essential for success in this role.Benefits:
- Health, Dental, Vision, Life, and Disability insurance
- Generous paid time off (vacation, personal, caregiver, holidays, volunteer)
- 401(k) with employer match
- Education stipend
- Fitness reimbursement
- Cell phone reimbursement
Experience and Skills Needed:
- Excellent verbal and written communication skills
- Strong conflict resolution and problem-solving abilities
- Ability to organize, prioritize, and work independently
- Experience coordinating work between departments
- Proficiency in Microsoft Outlook, Excel, and Word
- Two years of Executive Assistant experience (preferred)
- Experience in a hospital setting (preferred)
- Ability to interpret and explain laws, policies, and procedures
- At least one year of experience managing calendars and working with cross-functional teams
Key Characteristics:
- Motivated and hard-working, always striving for excellence
- Attentive to detail and highly responsive to tasks and communication
- Trustworthy and demonstrates strong integrity in all actions
- Dependable and patient, reliable in meeting deadlines and managing responsibilities
- Kind, personable, and emotionally mature, fostering positive relationships
- Servant-hearted and joyful, with a focus on supporting others
- Agile, adaptable to change, and quick to respond to evolving needs
Key Responsibilities:
- Administrative Support:
- Coordinate and manage the CMO's schedule using Outlook, including provider interviews.
- Attend and transcribe meeting notes; track meetings and add Client Provider Notes.
- Update the company website and create distribution materials using design platforms like Canva.
- Assist with event planning, such as the Rural Medicine Conference.
- Track meeting sign-ups and manage subscription renewals for the CMO.
- Transcribe notes, maintain spreadsheets, and assist with mandatory training and CME tracking.
- Pull CRM lists and develop reports as needed.
- Coaching and Education Vendors:
- Oversee relationships and processes with vendors.
- Schedule check-ins and coaching meetings with clients, employees, and providers.
- Communicate meeting expectations clearly.
- Organize and distribute meeting notes.
- Coordinate other offsite programs.
- Manage Student Preceptorship Program:
- Oversee the student preceptorship program and act as process manager.
- Serve as the main contact for medical schools, students, and providers.
- Schedule student shadowing and maintain program documents/agreements.
- Coordinate with HR for student paperwork and update Regional Managers on preceptorships.
- Maintain the program's standard operating procedures (SOP).
- Assist the CMO with coaching agendas and file notes as needed.
- Remind Medical Directors of tasks based on job expectations.
- Provide general support to Medical Directors.
- Coordinate regular and ad-hoc meetings for Medical Directors.