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Gonzaba Medical Group · 2 months ago

Executive Assistant - CEO

San Antonio, TX

Full-time

Onsite

Senior Level

Gonzaba Medical Group is seeking an Executive Assistant to the CEO who will manage the daily operations of the Executive Office and serve as a primary liaison for internal and external contacts. The role involves coordinating workflow, managing correspondence, overseeing the CEO's schedule, and supporting special projects, all while maintaining confidentiality and exercising sound judgment.

Health CareMedical

Responsibilities

Communicates the CEO’s directives by coordinating and overseeing workflow in a fast-paced, rapidly changing work environment

Disseminates pertinent information to staff on behalf of the CEO

Advises the CEO on organizational and departmental priorities as appropriate and drives and supports necessary content preparation

Provides oversight of the preparation of all materials for the CEO’s schedule including travel, speeches, presentations, correspondence, and other administrative functions

Serves as the liaison and gatekeeper to Executive team, Management team and staff seeking contact with the CEO’s office, ensuring timely and appropriate management of all inquiries that come to the CEO’s office

Monitors internal and external deadlines and action items for the CEO and provides appropriate reminders

Judiciously manages the CEO’s demanding schedule

Coordinates mailings and drafts correspondence from the CEO

Manages special projects, including but not limited to special events, meetings, and other tasks as requested by the CEO

Communicates regularly with members of the Executive team on behalf of the CEO

Provides strategic input into the planning of all Executive committee and Leadership meetings based on the priorities and requests of the CEO

Works with the CEO to develop the meeting agendas and content, and to identify the specific action/follow-up items from each such meeting; may also be required to provide oversight of the development and distribution of the minutes from these meetings

Apply project management principles to coordinate high priority initiatives, including setting milestones, tracking progress, and ensuring timely execution of tasks that support the organizational strategy

Leads and manages cross functional projects assigned by the CEO

Maintains strict confidentiality

Qualification

Project ManagementConfidentialitySchedulingCommunicationDiplomacy

Required

Ability to manage day-to-day operations of the Executive Office

Serve as primary liaison to internal and external contacts on behalf of the CEO

Anticipate needs and proactively address issues with sound judgment, initiative, and confidentiality

Facilitate efficient execution of the CEO's daily responsibilities

Vetting internal and external requests

Directing assignments to appropriate staff

Working closely with the CEO's direct report team

Manage internal and external correspondence

Monitor the Executive Office

Spearhead special projects for the CEO

Prepare and manage special events

Interface successfully with internal departments and external contacts using diplomacy and discretion

Serve as the CEO's ambassador in dealing with key external contacts, executive members, and other leaders of the organization

Communicate the CEO's directives by coordinating and overseeing workflow in a fast-paced, rapidly changing work environment

Disseminate pertinent information to staff on behalf of the CEO

Advise the CEO on organizational and departmental priorities as appropriate

Drive and support necessary content preparation for the CEO

Provide oversight of the preparation of all materials for the CEO's schedule including travel, speeches, presentations, correspondence, and other administrative functions

Serve as the liaison and gatekeeper to Executive team, Management team and staff seeking contact with the CEO's office

Ensure timely and appropriate management of all inquiries that come to the CEO's office

Monitor internal and external deadlines and action items for the CEO

Provide appropriate reminders for the CEO

Judiciously manage the CEO's demanding schedule

Coordinate mailings and draft correspondence from the CEO

Manage special projects, including but not limited to special events, meetings, and other tasks as requested by the CEO

Communicate regularly with members of the Executive team on behalf of the CEO

Provide strategic input into the planning of all Executive committee and Leadership meetings

Work with the CEO to develop meeting agendas and content

Identify specific action/follow-up items from meetings

Provide oversight of the development and distribution of the minutes from meetings