Executive Assistant | Physician Enterprise

Methodist Le Bonheur Healthcare • Memphis, TN

1d

About The Position

The Executive Assistant provides a variety of administrative support functions for an assigned Vice President, Chief Medical Officer, or Medical Chair, as well as other department staff. The role helps ensure smooth and efficient office operations and models behavior consistent with MLH’s Mission, Vision, and Values.

The position supports the executive and staff with administrative work, communications, budget and expense records, scheduling, meeting coordination, travel arrangements, document preparation, and filing. It also serves as an administrative liaison, making appropriate decisions in the executive’s absence while maintaining confidentiality, tact, and respect. Occasional travel to other facilities is required. The role has no supervisory or lead responsibilities.

Requirements

• High school diploma or equivalent.
• 3–5 years of progressive office administrative experience supporting senior leadership, directors, or multiple managers.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook), or programs indicated for the specific department function.
• Strong spoken and written communication skills, including proficiency in spelling, punctuation, grammar, and other English language skills.
• Strong organizational skills and the ability to prioritize multiple tasks with excellent attention to detail.
• Interpersonal skills and experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• Ability to understand and compose moderately complex written materials.
• Ability to type at a moderately high speed (55–65 words per minute).
• Ability to manage multiple tasks efficiently in a fast-paced environment and meet deadlines by prioritizing workflow.
• Ability to operate standard office equipment.
• Ability to handle confidential information with discretion.
• Ability to take initiative, anticipate needs, and identify urgent matters requiring attention.
• Ability to meet the physical demands described, including light work exerting up to 25 pounds occasionally and/or up to 10 pounds frequently, with close visual acuity and good balance and coordination.
• Ability to travel occasionally to other facilities.

Responsibilities

• Perform administrative duties for the executive and staff, including answering and screening calls, processing mail, forwarding messages and correspondence, ordering office supplies and equipment, and ensuring office equipment functions properly.
• Review the executive’s mail and arrange essential items in priority order for action.
• Assist the executive with monitoring and controlling the budget; track office expenses and maintain records of expenditures for assigned cost centers.
• Create and maintain effective office workflows and communications while handling multiple projects and tasks.
• Act as an administrative liaison for the executive and staff, making appropriate decisions in the executive’s absence.
• Maintain confidentiality, tact, and respect.
• Manage complex calendars and coordinate meetings, appointments, and travel arrangements for the executive and staff.
• Manage meeting materials and documentation, including agenda planning, note taking, summarizing outcomes, distributing materials, and tracking follow-up actions.
• Prepare, review, format, and proofread correspondence, reports, presentations, and other documents for accuracy and completeness.
• Establish and maintain efficient filing systems for departmental and confidential materials.
• Perform other job functions as requested or needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED