Executive Assisstant

Executive Assistant Job Description
Job Title: Executive Assistant
Department: Administration
Reports To: Chief Executive Officer (CEO) / Executive Leadership Team

Position Summary
We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative support to senior executives in a fast-paced medical company. The ideal candidate will manage schedules, coordinate meetings, handle confidential information, and facilitate effective communication across departments while ensuring smooth day-to-day operations.

Key Responsibilities
Manage executive calendars, appointments, and travel arrangements.
Coordinate internal and external meetings, including preparing agendas and taking meeting minutes.
Screen and prioritize phone calls, emails, and correspondence.
Prepare reports, presentations, spreadsheets, and other business documents.
Maintain confidential records and sensitive company information with discretion.
Coordinate communication between executives, healthcare professionals, vendors, and clients.
Organize company events, conferences, and training sessions.
Track projects and follow up on action items to ensure timely completion.
Assist with budgeting, expense reporting, and invoice processing.
Maintain filing systems and ensure compliance with company policies and healthcare regulations.
Perform other administrative duties as assigned.
Qualifications
Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred.
3–5 years of experience as an Executive Assistant, preferably in a healthcare, pharmaceutical, or medical environment.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
Excellent written and verbal communication skills.
Strong organizational and time-management abilities.
Ability to prioritize multiple tasks in a fast-paced environment.
High level of professionalism, discretion, and confidentiality.
Experience with medical terminology or healthcare administration is an advantage.
Required Skills
Calendar and schedule management
Executive-level communication
Project coordination
Document preparation and reporting
Problem-solving and decision-making
Attention to detail
Customer service and interpersonal skills
Ability to work independently and collaboratively
Benefits
Competitive salary
Health, dental, and vision insurance
Paid time off and holidays
Retirement savings plan
Professional development opportunities
Supportive and collaborative work environment