Executive Assistant To The CEO

Supervised by: CEO and President

Classification: Fulltime, exempt

Expected start date: ASAP

Compensation: $1,000 - $1,500 (USD) depending on experience

ABOUT US 
Our goal is simple: free our patients to be more active, more athletic, and to move freely in their bodies – accessible to everyone, not just the select few. That our patients, regardless of walk of life, move more freely, function better, and experience life to the full.

ABOUT YOU
The ideal candidate will a proactive individual that will provide high-level, highly organized administrative support to our executive team, enabling them to focus on strategic tasks and maximize their productivity. This role requires someone with exceptional communication skills, attention to detail, and the ability to handle confidential information with discretion. The Executive Assistant (EA) will be a key contributor to our organization's efficiency and effectiveness.

THE WORK SCHEDULE 
Normal business working hours, that generally mirror executives. Monday-Friday; evening and weekend work needs may occur occasionally with proper notice. Currently, this is a remote working environment. In-person obligations may be requested, if appropriate given candidate location. 

ABOUT THE POSITION

The Executive Assistant (EA) supports the CEO, CMO and the COO. The EA anticipates the needs of the executives and maintains effective lines of communication; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with competing deadlines and limited supervision; and executes special projects.

Executive Support (90% of the position):

• Calendar Management: Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements, as well as Depositions, Independent Medical Examinations, and other coordination of events. Anticipate scheduling conflicts and proactively resolve them to ensure efficient use of time.
• Call Schedule Management: Manage call schedule for surgeons at the practice month to month. Coordinate with various hospital representatives and consider conflicts with OOO dates & holidays compared to facilities on call.
• Time Management Oversight. Assist leadership and organization by optimizing usage of time. Make decisions regarding short-term priorities and work activities.
• Communication: Serve as the primary point of contact for internal and external stakeholders, including screening and directing phone calls, emails, and other correspondence. Facilitate communication between executives and team members, ensuring timely responses and follow-up actions.
• Meeting Coordination: Prepare agendas, documents, and presentations for meetings. Attend meetings, take minutes, and distribute notes to relevant parties. Follow up on action items and ensure deadlines are met.
• Travel Arrangements: Arrange complex travel itineraries, including flights, accommodations, and transportation for visiting guests or partners. Provide executives with detailed travel agendas and necessary documentation. Handle travel-related expenses and forward reimbursements to accounting.
• Filing, Reporting, & Data Entry: Assist with various administrative tasks, such as filing, data entry, and document management. Prepare and edit reports, presentations, and other materials as needed. Maintain accurate records and files.
• Project Assistance: Support executives in managing projects and initiatives, including conducting research, gathering data, and coordinating resources. Track project milestones and deadlines to ensure timely completion.
• Confidentiality: Handle sensitive information with the utmost confidentiality and discretion. Maintain strict confidentiality regarding executive decisions, discussions, and documents.
• Providing Feedback. This role will assist to identify issues within the organization and initiate or facilitate solutions.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and vendors. Represent the executives professionally in all interactions. Ability to interact with employees and guests at all levels with confidence and professionalism. 

Other (10% of the position):

• Ordering supplies as needed (ie business & appt cards, fliers, scrubs, lab coats, and pens)
• Facilitate office access for all staff, including contractors (ie cleaning services, PRN workers, etc)
• Actively participate in required staff meetings and partner with staff on agenda items and materials.
• Participate in professional development opportunities and professional networks.
• Protect the organization by keeping its information confidential.
• Other duties as assigned.

• Education. Bachelor's degree.
• Experience. Proven experience as an executive assistant or similar role, supporting C-level executives or senior management. Previous project management experience involving multiple team members and different areas of work.
• Program Proficiency. Microsoft Office Suite (Word, Excel, Outlook), Notion, Adobe Acrobat, and other relevant software applications.
• Organization. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Communcation. Strong communication skills, both verbal and written, with a professional and diplomatic demeanor with exceptional attention to detail and accuracy, with the ability to maintain high standards of quality.
• Problem Solving. Adaptability and resourcefulness, with a proactive approach to problem-solving.
• Planning & Execution Proven ability to develop and meet deadlines. Experience using project management software a plus. Previous experience in project management or event planning is a plus.
• Communication. Flexibilityand open communication on boundaries as well scheduled work hours is a must. Must revisit/refine the role expectations in accordance with organizational needs on a quarterly basis.
• Integrity. Discretion and integrity when handling confidential information and sensitive matters.
• Compassion. Healthcare is made of individuals that care for others, thus, extra care must be taken when responding to staff. A compassionate and active listener are needed in this field.
• Independence & Initiative. Ability to work independently with minimal supervision and as part of a team.
• Schedule Flexibility & Refinement. We are not our work, however, work can take on an important role in our lives. Flexibility onworking occasional evenings as needed and work hours in tandem with this role is required.

Note: This job description is intended to outline the general nature and level of work performed by employees within this role. It is not exhaustive and may be amended as necessary to meet the needs of the organization.

• Competitive compensation with performance-based incentives. 
• Supportive and collaborative team culture. 
• Remote work.
  

Why Choose Genesis? 
At Genesis Orthopedics & Sports Medicine, we are driven by a commitment to making high-quality orthopedic care accessible to all. Over four years of extensive research and innovation, we have developed a care model that maintains our reputation for excellence while ensuring affordability and ethical treatment. 

• Supportive Team – Join a collaborative healthcare team that values excellence and patient care. 
• Career Growth – Access opportunities for professional development and leadership within our forward-thinking practice. 
• Meaningful Impact – Help revolutionize healthcare and improve access to orthopedic care for all patients, regardless of socioeconomic status.