Executive Assistant to CEO

Advanced Radiology Services • Grand Rapids, MI

2d

About The Position

Advanced Radiology Services is a physician-owned and managed radiology practice with services at more than 60 sites across Michigan. Its wholly owned subsidiary, STARS, provides administrative support. The Executive Assistant supports the CEO, CFO, ARS President, Executive Vice President, and physician leadership by providing complex administrative services, answering questions, furnishing information, preparing correspondence, assisting with corporate and legal documents, gathering data, and tracking information.

The role includes executive calendar and travel management, expense reporting, correspondence, and coordination of schedules and projects. The Executive Assistant communicates with board members, staff, and others on company initiatives; helps prioritize competing needs; and serves as a liaison between executives and the executive team. The position also supports board and committee meetings, including meeting logistics, document distribution, minutes, and compliance with applicable bylaws and procedures.

Additional duties include preparing physician payroll documentation, maintaining confidential business documents, drafting corporate and other internal and external documents, supporting team-building and organizational culture, answering phones, responding to requests and resolving issues, and acting as a liaison between outside entities and administration. The position is full-time, primarily first shift on weekdays, with occasional evening and weekend work. The company describes most STARS positions as fully remote and notes that remote work offers flexibility, autonomy, and work/life balance.

Requirements

• Bachelor’s degree.
• 5–10 years of experience supporting C-level executives; experience in a medical office setting is specified as required if applicable.
• Proficiency in Microsoft Office Suite.
• Strong organizational skills, including the ability to prioritize multiple tasks and maintain excellent attention to detail.
• Strong interpersonal skills and ability to build relationships with staff, board members, external partners, and customers.
• Expert written and verbal communication skills.
• Proactive problem-solving approach and strong decision-making capability.
• Resourceful team player who can also work effectively independently.
• Ability to handle confidential information with discretion, adapt to competing demands, and provide a high level of customer/client service and responsiveness.
• Demonstrated ability to meet performance goals and deadlines in a fast-paced environment.
• High ethical standards and commitment to doing the right thing.

Responsibilities

• Provide administrative support to the CEO, CFO, ARS President, Executive Vice President, and physician leadership.
• Manage executive calendars, appointments, expense reports, correspondence, travel plans, itineraries, and agendas.
• Coordinate executive schedules, prioritize competing needs, and follow projects through to successful completion.
• Communicate with board members, staff, and others on behalf of the executive team regarding company initiatives.
• Advise executives using historical precedents and serve as a liaison between executives and the executive team.
• Provide administrative support for board and assigned committee meetings, including meeting logistics and the advance distribution of materials and post-meeting minutes in electronic format.
• Collect data from multiple sources for reports and presentations in anticipation of administrative needs.
• Prepare and submit physician payroll documentation to the accounting department.
• Maintain confidential documents concerning strategic growth, billing practices, financial information, employment information, and other business practices.
• Prepare initial drafts of corporate documents and prepare internal and external documents in accordance with office policies and procedures.
• Assist with team-building initiatives and support organizational culture and employee morale.
• Answer phones, disseminate messages, and identify circumstances requiring leadership involvement.
• Act as a liaison between outside entities and administration; respond to questions and requests and resolve problems requiring knowledge of organizational structures, protocols, policies, procedures, and strategies.
• Inform executives about deviations on items requiring their attention.
• Participate in educational opportunities, read professional publications, maintain professional networks, and participate in professional organizations.
• Perform additional duties and responsibilities as assigned.

Benefits

• Remote work for most STARS positions, with flexibility, autonomy, and work/life balance.
• Generous 401(k) contributions.
• HSA contributions.
• Company emphasis on teamwork, transparency, communication, and employee culture.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior