Executive Administrative Assistant

Quad Cities Region•Davenport, IA

1d•Onsite

About The Position

The Executive Administrative Assistant provides dedicated administrative and organizational support to the Executive Director at The Group Obstetrics & Gynecology Specialists, P.C. The position coordinates executive scheduling, meetings, communications, reports, records, and follow-up on business and strategic initiatives. It also supports property and facilities administration, including vendor scheduling, documentation, and maintenance tracking. By managing routine coordination and ensuring timely follow-through, the role allows the Executive Director to focus on financial leadership, physician relations, organizational performance, and long-term planning. This is an administrative coordination role and does not carry independent executive, financial, human resources, or facilities management authority. The Executive Director retains responsibility for budgets, contracts, vendor selection, expenditures, strategic decisions, and property oversight. Purchases, commitments, and external communications requiring authorization must receive appropriate approval.

Requirements

Two or more years of executive, administrative, or office coordination experience preferred.
Proficiency with Microsoft Outlook, Word, Excel, Teams, and shared document systems.
Strong written and verbal communication, organization, discretion, and time-management skills.
Ability to handle competing deadlines, maintain accurate records, and follow through independently within assigned authority.
Ability to prepare professional correspondence and meeting documentation; interpret routine business information; maintain basic spreadsheets and tracking records; perform arithmetic and percentage calculations; identify missing information, prioritize requests, and elevate matters requiring management decisions.
Maintain confidentiality and exercise sound judgment and professionalism.
Valid driver's license and acceptable driving record preferred if travel between practice locations is required.

Nice To Haves

Associate degree in Business Administration, Healthcare Administration, or a related field; equivalent administrative experience is considered.
Healthcare or private-practice experience is beneficial.

Responsibilities

Provide direct administrative support to the Executive Director, including calendar management, scheduling, correspondence, and prioritization of meetings and deadlines.
Coordinate physician owner, Executive Committee, leadership, and external stakeholder meetings; prepare agendas, materials, meeting rooms, and logistical arrangements.
Attend designated meetings, record accurate minutes and decisions, distribute approved summaries, and maintain action-item and follow-up trackers.
Prepare, format, organize, and maintain executive reports, presentations, spreadsheets, correspondence, and business records using information approved by the Executive Director.
Collect and organize routine financial, operational, and provider-performance materials for executive review without independently interpreting or approving financial decisions.
Track deadlines, project milestones, requests, and deliverables related to strategic initiatives, vendor matters, ancillary services, and business development.
Coordinate communication and scheduling between the Executive Director, physician owners, department leaders, external partners, and vendors.
Assist with administrative logistics for physician meetings, practice events, fundraising activities, and special projects as directed.
Maintain orderly and confidential electronic and physical files, including executive meeting records, vendor documents, agreements, and project materials.
Assist with preparation and tracking of information requested for audits, contract reviews, budgets, and business planning, under executive direction.
Coordinate property and facilities service requests, inspections, preventive maintenance appointments, and vendor access across practice locations.
Maintain facilities trackers for work orders, service dates, contracts, warranties, inspection records, and outstanding repairs; escalate urgent or safety-related issues promptly.
Obtain quotes and organize proposals for maintenance, equipment, renovations, or facility improvements for review and approval by the Executive Director.
Follow up with facilities, cleaning, landscaping, IT, and other service vendors to confirm scheduling, completion, and documentation of approved work.
Assist with logistics for office moves, equipment installations, space changes, and other property projects as assigned.
Maintain confidentiality of physician, patient, employee, financial, contractual, and business information and uphold company policies and procedures.