Executive Administrative Assistant

Atlas Healthcare Partners•Phoenix, AZ

1d•$58,776 - $89,792

About The Position

The Executive Administrative Assistant provides high-level administrative support to Atlas Healthcare Partners’ Executive Leadership team and supports multiple executives and departmental team members. The role requires proactively anticipating and adapting to team needs in a fast-paced Ambulatory Surgery Center management company, managing multiple tasks and conflicting priorities accurately, flexibly, and with attention to detail. The assistant builds positive working relationships with colleagues inside and outside the organization and partners closely with other executive assistants across the Executive Support Team and other lines of business. Responsibilities include managing executive calendars across multiple time zones, accommodating urgent business needs and last-minute changes, coordinating complex meetings, travel and expense reports, and preparing correspondence, reports, and other time-sensitive documents. The role also supports board meetings, handles information requests, screens calls and visitors, coordinates meeting materials, and performs confidential administrative functions. The position interacts frequently with employees, physicians, patients, visitors, community agencies, and vendors, and requires professionalism, confidentiality, teamwork, and a commitment to the company’s core values and customer service standards.

Requirements

Associate’s degree or equivalent experience.
At least four years of administrative support experience or equivalent demonstrated working knowledge of clerical and administrative services.
Three or more years of direct C-suite support experience.
Ability to follow oral and written directions related to the role’s functions.
Excellent oral, written, and interpersonal communication skills.
Working knowledge of personal software packages used for clerical and administrative functions.
Ability to organize, prioritize, and multitask in a fast-paced environment while maintaining a professional manner.
Proficiency in Microsoft Office Suite.
Ability to maintain confidentiality regarding sensitive information.
Ability to manage multiple deadlines simultaneously for multiple executives.

Nice To Haves

Bachelor’s degree.
Additional experience beyond the stated minimum qualifications.

Responsibilities

Proactively manage executive calendars, including appointments across multiple time zones, last-minute changes, and urgent business needs.
Provide administrative support to multiple executives and departmental team members.
Take and transcribe dictation and prepare and distribute minutes for meetings, including board meetings.
Prepare, collate, and distribute reports, proposals, correspondence, and other requested materials accurately and on time.
Screen telephone calls and visitors, provide appropriate information, and direct them to the appropriate parties.
Coordinate calendars, meetings, and appointments for supervisors, executives, and departments.
Coordinate training classes, registrations, materials, audiovisual setup, and other meeting preparations as requested.
Develop meeting materials and agendas and prepare attendance information.
Reconcile executive invoices and expenses and coordinate travel and hotel accommodations for executives and visitors.
Open and screen mail, compose responses to inquiries, identify urgent items, and communicate priorities to managers and executives.
Provide clerical and administrative support to department staff as requested.
Maintain supply inventories, place and expedite supply orders, and verify receipt of supplies as needed.
Perform work in accordance with established policies, procedures, regulatory and accreditation requirements, and applicable professional standards.
Provide excellent customer service and demonstrate company values while collaborating with leaders and executive assistant team members.
Perform other duties as assigned.