Executive Administrative Assistant

Atlas Healthcare Partners•Phoenix, AZ

About The Position

The Executive Administrative Assistant provides proactive, confidential, high-level administrative support to Atlas Healthcare Partners’ Executive Leadership team and other departmental team members. The role supports multiple executives in a fast-paced Ambulatory Surgery Center management company, requiring flexibility, accuracy, attention to detail, strong organization, and the ability to manage competing priorities and deadlines. The assistant works closely with other Executive Assistants and colleagues across the company, maintaining positive working relationships and professionalism when interacting with employees, physicians, patients, visitors, community agencies, and vendors. The position includes managing executive calendars across multiple time zones, scheduling complex meetings, coordinating travel and expenses, preparing correspondence and reports, handling information requests, and supporting board meetings and other projects. The Executive Administrative Assistant serves as a gatekeeper for executives’ time, screens calls and visitors, handles sensitive information confidentially, and prioritizes urgent matters. The role follows established policies, procedures, regulatory and accreditation requirements, and applicable professional standards while providing customers with an excellent service experience.

Requirements

Associate’s degree or equivalent experience.
At least four years of administrative support experience, including working knowledge of clerical and administrative services.
At least three years of direct C-suite support experience.
Ability to follow oral and written directions.
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 and manage multiple deadlines for multiple executives.

Nice To Haves

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

Responsibilities

Proactively manage executive calendars across multiple time zones, accommodate last-minute changes, and schedule meetings and appointments for multiple executives.
Provide high-level administrative support to executive leaders, including research, report preparation, information requests, correspondence, and other time-sensitive documents.
Take and transcribe dictation and prepare and distribute minutes for meetings, including board meetings, as required.
Prepare, collate, and distribute reports, proposals, meeting materials, agendas, and attendance information accurately and on time.
Screen telephone calls and visitors, provide accurate information, direct inquiries to appropriate parties, and prioritize urgent communications for executives and managers.
Coordinate complex meetings, conference calls, training classes, registrations, meeting materials, and audiovisual setup as requested.
Coordinate executive travel and hotel accommodations and reconcile related invoices and expenses.
Handle recurring department projects, board meetings, one-time projects, and other assignments as directed by a supervisor.
Open and screen mail directed to a supervisor, as needed.
Compose professional responses to inquiries and communicate priority items to managers and executives.
Provide clerical and administrative support to department staff as requested.
Maintain confidentiality of sensitive information.
Maintain supply inventories and order, expedite, and verify receipt of supplies as needed.
Follow established policies, procedures, regulatory and accreditation requirements, and applicable professional standards.
Provide customers with an excellent service experience and collaborate with leaders and Executive Assistant team members.
Perform other duties as assigned.