Executive Assistant

Northeast OB/GYN•San Antonio, TX

11d

About The Position

This role provides high-level administrative support to executive leadership and Human Resources. The Executive Assistant will manage the front desk of the administrative office, serving as the primary point of contact for visitors, employees, vendors, deliveries, and incoming inquiries. This position requires maintaining a professional and organized reception area, answering and routing calls, and managing mail and deliveries. The role involves preparing various business documents, coordinating meetings, assisting with new-hire orientation, and maintaining confidential records. Additionally, the Executive Assistant will coordinate logistical needs such as meeting rooms, catering, supplies, and company events, as well as travel arrangements. Proactive monitoring of executive and administrative needs, assisting with purchasing, and collaborating with other administrative departments are key aspects of this role. Maintaining the highest level of professionalism, discretion, and confidentiality is paramount.

Requirements

High level of administrative support experience
Experience managing executive calendars and scheduling
Front desk management experience
Professional and organized demeanor
Ability to handle confidential information with discretion
Proficiency in preparing business documents and presentations
Experience coordinating meetings and taking minutes
Familiarity with new-hire orientation processes
Experience maintaining and updating policies and procedures
Ability to coordinate logistical needs for events and meetings
Experience coordinating travel arrangements
Proactive follow-up skills
Experience with office supply and equipment purchasing
Collaborative work style
Excellent communication and interpersonal skills

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.