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Urology San Antonio · 20 hours ago

Executive Assistant

San Antonio, TX

Full-time

Onsite

Senior Level

5+ years exp

Urology San Antonio is seeking an Executive Assistant to provide administrative support to the Executive Director and Senior Leadership team. The successful candidate will manage professional documents, coordinate meetings, and oversee local office management activities while maintaining confidentiality and supporting the executive's time management.

Health CareHealth Diagnostics

Responsibilities

Ability to create and manage professional documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics using all components of Microsoft 365

Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information

Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel

Manage and maintain MDScheduler software for Physician and Advanced Practice Providers’ (APP) schedules

Track and coordinate Physicians and APP’s time off, including modifying scheduling templates

Runs reports from practice management software and creates reports tracking provider productivity

Works with other Administrative Team members to compile, distribute, and follow-up on patient needs as identified in patient satisfaction surveys and through direct communication with patients

Coordinate materials for the Board of Directors and various committee meetings

Accurately prepare grammatically-correct minutes for meetings

Regularly coordinates and sets up for leadership meetings

Coordinate and order meals for meetings

Maintain provider templates for the clinics

Manage conference room reservations

Ability to maintain strict confidentiality on all issues, interactions and correspondence

Oversees local office management activities, like coordination of deliveries, mail distribution, FedEx, scanning, email distribution list, site meetings, etc

Event planning, management and coordination

Qualification

Microsoft 365MDScheduler softwareMicrosoft Office SuiteEvent planningInterpersonal skillsTime managementDetail-orientedAdaptabilitySelf-starter

Required

Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information

Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel

Manage and maintain MDScheduler software for Physician and Advanced Practice Providers' (APP) schedules

Track and coordinate Physicians and APP's time off, including modifying scheduling templates

Runs reports from practice management software and creates reports tracking provider productivity

Works with other Administrative Team members to compile, distribute, and follow-up on patient needs as identified in patient satisfaction surveys and through direct communication with patients

Coordinate materials for the Board of Directors and various committee meetings

Accurately prepare grammatically-correct minutes for meetings

Regularly coordinates and sets up for leadership meetings

Coordinate and order meals for meetings

Maintain provider templates for the clinics

Manage conference room reservations

Ability to maintain strict confidentiality on all issues, interactions and correspondence

Oversees local office management activities, like coordination of deliveries, mail distribution, FedEx, scanning, email distribution list, site meetings, etc

Event planning, management and coordination

5+ years of experience supporting executives with calendar, travel, administrative, and budget management

Outstanding interpersonal, communication (oral and written), and relationship-building skills with the ability to adapt messages and writing styles across varied media to effectively communicate with diverse internal and external audiences

Requires advanced working knowledge in Microsoft Office Suite applications such as PowerPoint, Word, and especially Excel. Knowledge of project management software helpful

Must be results-oriented and able to work on multiple projects simultaneously

Must be able to understand how decisions and actions impact all areas of the practice

Superior time management and prioritization practices

Well organized, resourceful, and results-driven

Extremely detail-oriented with impeccable follow-up and follow-through skills

Enjoys a fast-paced, continuously evolving and results-driven work environment

Flexible, adaptable team player with strong interpersonal skills who is open to feedback and a changing environment

Highly motivated self-starter with a relentless work ethic

Great can-do attitude and energized by working in a dynamic, fast moving team environment