Executive Assistant

The Centers•Cleveland, OH

About The Position

The Executive Assistant provides high-level administrative support to the Chief Clinical Officer (CCO) and Chief Medical Officer (CMO), serves as a liaison with senior leadership teams, coordinates calendars and scheduling, and oversees special projects. The role requires a friendly, personable, and service-oriented representative who exercises sound judgment, communicates effectively, and balances multiple priorities with little direct management. The position handles confidential information and supports leaders and teams through responsive communication, proactive planning, and follow-through. It does not supervise any positions. The job description may be reviewed and changed in accordance with the needs of The Centers.

Requirements

Bachelor's degree required.
At least 5 years of related experience working in an Executive Assistant role.
Proficiency with Microsoft Outlook, Word, and Excel, Google Docs, and Access to create relational databases for reporting and analysis.
Ability to communicate effectively and professionally.
Demonstrated ability to carry out complex oral or written instructions.
Prior experience successfully supporting a unit or senior-level leadership.
Excellent communication and time-management skills.
Ability to function well in fast-paced conditions and perform additional duties as assigned by the executive.
Ability to use discretion, confidentiality, and good judgment in diverse situations.
Service focus and ability to maintain effective relationships with teams and departments.
Ability to think outside the box and act with a sense of urgency.
Ability to travel independently for work-related errands and occasional matters.

Responsibilities

Track weekly tasks and ensure they are completed on schedule.
Take meeting minutes and follow up with senior leaders and executives to ensure action items are completed.
Act as a liaison between the CCO/CMO and other team members to follow up on assignments, obtain information, and provide status reports.
Maintain confidential and sensitive information with discretion.
Represent the company courteously and positively.
Organize monthly and quarterly departmental meetings.
Organize quarterly chart reviews required by HRSA, ensuring staff complete them and information is entered into the database.
Assist with Dayforce activities, including timesheet approvals.
Assist with provider call schedules and manage time-off requests.
Read, research, collect, and analyze information in advance to conserve leaders' time.
Arrange and coordinate meetings and teleconferences; plan itineraries; make reservations; and maintain calendars and schedules for the CCO and CMO.
Maintain a comprehensive calendar and proactively plan for recurring events.
Organize complex calendars and schedules and resolve scheduling conflicts.
Research and analyze information and coordinate or manage special projects as required.
Set up, organize, and maintain files and archival content.
Respond to emails, texts, and phone calls, including contact outside normal business hours.
Complete ad hoc projects as assigned.
Adhere to ethical, confidentiality, and professional standards and to applicable federal and state laws, agency policies, and licensing and credentialing board policies.
Maintain current awareness of developments in the field by establishing personal networks.
Assume additional responsibilities and complete special projects as needed or directed by the Chairs or supervisor.
Travel independently to purchase emergency office supplies and meeting refreshments and for occasional work-related matters.