Executive Assistant

Northeast OB/GYN•San Antonio, TX

10d

About The Position

This role provides high-level administrative support to executive leadership and Human Resources, managing calendars, meetings, and serving as the primary point of contact for the administrative office. The Executive Assistant ensures the smooth operation of the front office, prepares various business documents, assists with new-hire orientation, and maintains confidential records. This position also coordinates logistical needs such as meeting rooms, travel, and office supplies, while maintaining the highest level of professionalism and discretion.

Requirements

High-level administrative support experience.
Experience managing executive calendars and scheduling.
Experience managing a front desk or reception area.
Proficiency in preparing correspondence, reports, and presentations.
Experience taking and distributing meeting minutes.
Experience maintaining confidential records.
Experience coordinating travel arrangements.
Ability to maintain professionalism, discretion, and confidentiality.

Nice To Haves

Experience with new-hire orientation preparation.
Experience maintaining and updating policies and procedures.
Experience coordinating company events and employee activities.
Experience with office supply and equipment purchasing.

Responsibilities

Provide high-level administrative support to executive leadership and Human Resources.
Manage executive calendars, meetings, appointments, reminders, and scheduling needs.
Manage the front desk of the administrative office, serving as the primary point of contact for visitors, employees, vendors, deliveries, and incoming inquiries.
Maintain a professional and organized reception area and ensure visitors are appropriately greeted, directed, and assisted.
Answer, screen, and route incoming calls and messages for the administrative office.
Receive, sort, and distribute mail, deliveries, faxes, and other incoming documents.
Coordinate day-to-day front office administrative needs and help ensure the administrative office operates smoothly.
Prepare correspondence, memos, reports, presentations, meeting materials, and other business documents.
Prepare for meetings, take and distribute meeting minutes, and follow up on assigned action items.
Assist with new-hire orientation preparation, including preparing materials and ensuring required items are ready in advance.
Maintain confidential executive, HR, governance, committee, compensation, finance, policy, and organizational records.
Assist with maintaining and updating policies, procedures, manuals, and administrative documents.
Coordinate meeting rooms, catering, supplies, company events, employee activities, and other logistical needs.
Coordinate travel arrangements as requested.
Monitor executive and administrative needs and provide proactive follow-up on upcoming deadlines, commitments, and projects.
Assist with office supply, furniture, equipment, and administrative purchasing needs.
Work collaboratively with other administrative departments and provide project support as assigned.
Maintain the highest level of professionalism, discretion, and confidentiality at all times.
Perform additional administrative duties and special projects as assigned.