Executive Coordinator

NorthStar Anesthesia•Irving, TX

13d

About The Position

The Administrative Coordinator will act as an extension of the executive team. The ideal candidate will be self-driven, flexible, and able to work with minimal oversight and guidance. They should be comfortable with ambiguity and know how to take effective action when needed. We will consider candidates with one (1) year of professional experience or internship experience, who possess the necessary motivation, attention to detail, and ability to manage multiple calendars and initiatives effectively.

Requirements

Bachelor’s degree, or equivalent work experience, preferred
Minimum one (1) year of professional related experience or relevant internship experience
Demonstrated project management with the ability to partner with diverse stakeholders to meet ambitious timetables, milestones, and deliverables
Proficiency in Microsoft Office Suite programs including Word, PowerPoint, Excel, and Outlook
Ability to manage up and collaborate effectively with diverse
Ability to prioritize workload on daily, weekly, and monthly basis
Excellent written and verbal communication skills
Ability to think creatively, highly driven, self-motivated, highly organized
Ability to work accurately and timely, follow complex instructions, and produce demonstrated high-quality work with great attention to detail
Strong interpersonal skills, with ability to build relationships with stakeholders, act with tact and diplomacy, and demonstrate sound judgment
Proven ability to manage confidential information with discretion
Ability to maintain a friendly and professional demeanor and presence in all interactions

Responsibilities

Manage executives’ calendars, including day-to-day and ongoing oversight, deconflicting schedules proactively where needed, and keeping all relevant logistical details updated.
Prioritize executive calendars and schedules based on business needs.
Maintain understanding of assigned executives’ priorities and responsibilities.
Work collaboratively with full EA team to schedule across multiple executives.
Coordinate travel (hotels, airfare, trains) for assigned executives.
Submit timely and accurate expense report submissions for assigned executives.
Coordinate logistics for internal and external meetings, including calendar invitations, meeting room reservations, and A/V needs.
Coordinate distribution of agendas, supporting documents, and other information for internal and external meetings.
Take meeting minutes and distribute to attendees in follow-up.
Monitor progress against meeting action items and follow-up with stakeholders as appropriate.
Create slide decks, meeting materials, collateral, and agendas for meetings and events.
Coordinate internal and external events, including but not limited to conferences, town halls, board meetings, and social gatherings.
Manage onsite and offsite events with high attention to detail and customer service orientation.
Manage tasks delegated and assigned by the executives and manager.
Maintain vendor maintenance communication for portfolio of assigned vendors.
Relieve Front Office Manager of duties when needed, including assisting with greeting guests and vendors.
Promote NorthStar Anesthesia’s Core Values
Coordinate and prioritize multiple schedules, appointments, and office visits.
Handle a wide range of administrative-related tasks while being able to work independently and confidently under pressure.
Maintain a high degree of confidentiality.
Other duties and assigned responsibilities