Executive Assistant

Orthopaedic & Spine Center of the Rockies•Fort Collins, CO

6d•$70,000 - $96,000•Onsite

About The Position

The Executive Assistant provides high-level administrative and operational support to the Chief Financial Officer and Chief Operating Officer. This role requires exceptional organizational, communication, and time management skills, along with the ability to exercise sound judgement, maintain confidentiality, and proactively anticipate executive needs in a fast-paced healthcare environment. The Executive Assistant serves as a trusted partner to executive leadership by supporting strategic priorities, coordinating operational activities, and ensuring executives are prepared, informed, and positioned for effective decision-making. The Executive Assistant demonstrates initiative, professionalism, adaptability, and a proactive mindset while managing multiple priorities with efficiency and accuracy.

Requirements

Bachelor’s degree preferred.
In lieu of a Bachelor’s degree, equivalent combination of education and progressively responsible executive administrative experience may be considered.
Minimum of five (5) years of executive administrative experience required.
Seven (7) or more years supporting senior leadership or C-suite executives preferred.
Experience supporting healthcare, operational, financial, or physician leadership environments strongly preferred.
Advanced proficiency with Microsoft 365 applications required.
Experience supporting Board, Council, or executive leadership meetings preferred.
Notary Preferred
Financial and Operational Knowledge - Demonstrates strong attention to detail and accuracy while supporting financial and operational activities. Utilizes business knowledge, operational awareness, and familiarity with financial terminology to provide informed administrative and executive support.
Quality Communication - Demonstrates exceptional written and verbal communication skills, including strong spelling, grammar, punctuation, organization, and summarization abilities. Maintains professionalism, responsiveness, and accuracy across multiple communication channels including in-person meetings, email, phone, text, and virtual platforms.
Team Player - Builds and maintains positive working relationships with executives, leadership teams, physicians, employees, and external stakeholders. Promotes collaboration, professionalism, teamwork, and a positive work environment while supporting organizational goals and executive priorities.
Anticipating Needs - Operates with a proactive, forward-thinking mindset by anticipating executive needs, identifying potential issues before they arise, and taking initiative to support operational efficiency and executive effectiveness.
Business Acumen - Demonstrates understanding of business operations, organizational priorities, and executive workflows. Applies sound judgment, operational awareness, and strategic thinking to support executive decision-making and organizational initiatives.
Planning/Organizing - Effectively manages multiple priorities, schedules, deadlines, projects, and competing demands while maintaining strong attention to detail, organization, follow-through, and time management.
Technology – Demonstrates strong proficiency with Microsoft 365 applications and related business systems. Utilizes technology and workflow tools to support organization, communication, efficiency, and operational effectiveness.
Confidentiality - Exercises a high level of discretion and professionalism when handling sensitive, confidential, operational, employee, physician, financial, and board-related information. Adheres to organizational confidentiality and HIPAA requirements.
Work progress is monitored by supervisor/manager; follows precedents and procedures and may set priorities and organizes work within general guidelines established by supervisor/manager.
Position requires acceptable motor vehicle driving history, valid and free from restrictions, and must have a valid driver’s license and appropriate vehicle insurance coverage.
Ability to travel between all OCR locations.

Nice To Haves

Seven (7) or more years supporting senior leadership or C-suite executives preferred.
Experience supporting healthcare, operational, financial, or physician leadership environments strongly preferred.
Experience supporting Board, Council, or executive leadership meetings preferred.
Notary Preferred

Responsibilities

Draft, edit, proofread, and manage executive correspondence, reports, presentations, agendas, and other communications.
Serve as a liaison between executives and internal team members to support communication, follow-through, and project progress.
Analyze, summarize, and organize information for executive review and decision-making.
Maintain confidentiality and professionalism when handling sensitive information.
Proactively anticipate communication needs and ensure executives are prepared with relevant materials and information.
Manage complex executive calendars, scheduling priorities, travel arrangements, and meeting logistics while balancing competing demands.
Conduct regular calendar reviews with executives to ensure meetings are appropriately prioritized and supported.
Proactively identify and resolve scheduling conflicts while anticipating future scheduling needs.
Ensure executives are prepared for meetings with agendas, materials, and follow-up items.
Maintain a proactive, forward-thinking approach to time management and executive scheduling.
Draft and organize reports, presentations, meeting materials and executive documentation.
Maintain organized digital and physical filing systems for efficient retrieval and document management.
Create templates, reference materials and supporting documents for reccuring operational and executive needs.
Anticipate documentation needs and proactively prepare materials in advance of meetings and projects.
Coordinate and support executive, leadership, board and council meetings, including; scheduling, logistics, agendas, meeting materials and follow-up activities.
Attend meetings as needed to document minutes, approvals, action items, and decisions while ensuring timely follow-through.
Track action items, deadlines, and responsibilities to support accountability and operational execution.
Coordinate onsite and offiste executive meetings, events, travel, catering, venue arrangments and technology support.
Support office coordination activities including physician kitchen managemnent, onboarding support and visitor coordination.
Assist with maintaining a professional, organized and service-oriented office environment.
Proactively identify operational or logistical needs and address issues before they impact workflow or executive operations.
Assist executives in tracking projects, initiatives, deadlines and operational priorities.
Support cross-functional initiatives by coordinating meetings, resources and communication efforts.
Maintain task lists and follow-up processes to support timely completion of organizational priorities.
Exercise initiative and independent judgment to identify opportunities for improved workflow efficiency and operational support.
Anticipate bottlenecks, follow-up proactively with stakeholders and help ensure projects remain on track.
Support expense reimbursement processing, corporate credit card reconciliation, electronic signature coordination, travel arrangments and related administrative functions.
Cultivate relationships with leadership team members to enhance knowledge and collaboration.
Scheduling and booking out of state work travel as needed.
Obtaining electronic signatures as needed.
Expense reimbursement and corpoate credit card processing.
Notary services as needed.