Associate Executive Administrator

Executive Administrator 

Job category: Non-Clinical

Requisition number: ASSOC009571

Full-time

Remote
United States

Description

Enjoy what you do while contributing to a company that makes a difference in people's lives. US Fertility, is one of the premier fertility centers in the United States, continually seeks experienced, compassionate, and dynamic team players who are committed to delivering exceptional patient care to join our growing practice.

The work we do building families offers stimulation, challenge, and personal reward. If you're looking for a new opportunity to work in a fast-paced, professional environment where your talent contributes to changing people's lives, then we want to talk to you.

We have an immediate opening for a full-time Associate Executive Administrator. This position will be working remote M-F 8am-5pm.   

The Associate Exec Admin role performs a wide variety of project, administrative and support tasks for several of the top executives and leaders. The Associate Exec Admin role must work well independently, with minimal supervision, be experienced in a variety of computer applications, have strong organizational and inter-personal skills, and have the business experience to prioritize work and plan work accordingly.

This role will routinely handle complex confidential issues and will refer only the most complex issues to higher-level staff. They will be seen as a subject matter expert in administrative functions and possess knowledge of healthcare (Reproductive) and a wide range of office management topics.

How You'll Contribute:

We always do whatever it takes, even if it isn't specifically our "job." In general, the Associate Executive Administrator is responsible for:

• Assists the assigned leader(s) prepare for key internal/external meetings and conferences including preparing presentations, creating and coordinating agendas, attending designated meetings, and takes/transcribes/distributes notes or minutes
• Maintains the Corporate and various leaders' calendar: schedules and confirms appointments, arranges for meeting rooms or facilities, makes and confirms travel plans
• Prepares and submits expense reports on behalf of the leaders
• Works with and leads various projects including: Print material, company newsletters, direct mailings, broadcast e-mails, dinners/corporate functions, event planning/party organization, conferences/seminars/webinars, cost tracking, etc.
• Maintain proactive communications with the other departments, organizations, and companies
• Supports the organization by completing various administrative tasks as requested
• Prepares regular and ad hoc project reports by collecting and analyzing data requiring knowledge of various software programs
• Schedules and organizes complex activities such as conferences, meetings, travel, and corporate activities
• Attends departmental and other meetings as requested and takes meeting minutes as appropriate
• Creates and develops visual presentations, charts graphs, etc. using PowerPoint or other software
• Handles confidential and non-routine information
• Performs other related duties as assigned

What You'll Bring:

• Bachelor’s degree required and/or comparable business experience
• Training & Experience:
  • A minimum of 5 years’ experience working for executives/key leaders as an executive assistant
  • Strong computer skills including demonstrated proficiency with Microsoft Office, Excel, Outlook, and PowerPoint
  • Good customer service skills and strong customer orientation also required
  • Proven results in an environment that requires initiative, ability to multi-task, strong interpersonal skills, and the ability to work autonomously and as part of a multi-disciplinary team
• Essential skills: Demonstrated strong computer proficiency with Microsoft office including Word, Excel, Outlook and PowerPoint. Must possess a strong customer orientation and excellent oral and written communication skills. Proven time management skills and the ability to organize and manage multiple priorities and meet deadlines in an ever-changing environment required.
• Nonessential skills and experience: Prior experience in a healthcare environment (Reproductive)
• Must posses a high level of interpersonal skills to handle sensitive and confidential situations
• Position continually requires demonstrated poise, tact and diplomacy
• Must be able to interact and communicate with individuals at all levels of the organization
• Must demonstrate strong written and verbal communication skills
• Must have in-depth knowledge of a variety of computer software applications in word processing, spreadsheets, database, AI, and presentation software
• Work requires continual attention to detail in a fast paced every changing environment
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands

More important than the best skills, however, is the right person. Employees who embrace our mission, vision, and core values are highly successful.  

What We Offer:

• Competitive pay + bonus
• Comprehensive training
• Medical, dental, vision, and 401(k) matching
• Generous paid time off and holidays
• Retirement plan
• Tuition assistance
• Ability to make an impact in the communities we serve

At US Fertility, we promote and develop individual strengths in order to help staff grow personally and professionally.  Our core values - Empathy, Patient Focus, Integrity, Commitment, and Compassion (EPICC) – guide us daily to work hard and enjoy what we do. We’re committed to growing our practice and are always looking to promote from within. This is an ideal time to join our team!