Executive Assistant
Description:
Are you passionate about serving patients in an inspiring work environment alongside talented people? What are you waiting for? Get moving with OCR! With over 50 years in business, we are the premier provider of orthopedic care in Colorado, Wyoming, and Nebraska. Our organization continues to grow and we are looking for individuals who share our mission.
The Executive Assistant will support the CFO and COO, both of whom are key members of the executive leadership team and play critical roles in shaping the organization’s future. They have a deep understanding of business strategy and a proven track record of successful leadership. They make a significant impact on the organization and its stakeholders.
The Executive Assistant (EA) is a highly skilled professional responsible for providing executive support to the CFO and COO. The ideal candidate must possess excellent leadership and communication skills, and implement strategies to stay ahead of their leader. The Executive Assistant will be a key asset by supporting and allowing the officers to develop vision and strategy for all aspects of finance and operations at Orthopaedic & Spine Center of the Rockies.
While repetitive tasks are certainly part of this position, the tasks assigned will vary from week-to-week based on the officers’ needs and the needs of business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the officers. Tracking multiple administrative details, anticipating high level needs, and providing exemplary organizational skills will be a critical mission components in supporting the officers to make their greatest contribution to the company.
Essential Duties and Responsibilities
Key Results Area #1: Communication Management
- Actively manage email, ensuring all emails are addressed timely, sorting emails to appropriate locations, responding to emails on behalf of the Officer(s), and identifying key emails for Officer(s) attention.
- Actively manage Officer(s) phone calls and voicemails ensuring all phone calls and voicemails are addressed timely, forwarding phone calls and voicemails to the appropriate contact, answering phone calls and responding to voicemails on behalf of the Officer(s), and identifying key phone calls for Officer(s) attention.
- Ability to analyze, interpret, edit, and draft correspondences, reports, memos, presentations, and other key communications on behalf of the Officer(s).
Key Results Area #2: Complex Calendar Management
- Create and maintain a balanced calendar in line with the Officers ideal week.
- Complete weekly calendar proofing.
- Complex calendar scheduling and management prioritizing critical issues and priorities with the ability to schedule and rearrange meetings tactfully and diplomatically as necessary.
- Manage all internal and external calendar requests to ensure the CFO’s calendar is complete including proactively scheduling meetings and events to assure time for preparation and planning.
- Manage daily itinerary of the Officers to incorporate background information, meeting details, remarks and talking points, travel details, purpose of meeting, and resulting action items.
Key Result Area #3: Meeting management
- Organize and schedule meetings in line with Officer priorities.
- Create and distribute agendas timely.
- Gather all necessary documents for meetings in advance for review including booking time on Officer(s) calendar to allow for review.
- Attend meetings as needed, taking notes, tracking action items and sending post meeting summaries to all attendees assigning action items. Early morning and evening meetings may occur.
- Compile and track action items from meetings and projects for completion.
- Create, distribute, and document meeting minutes capturing decisions and approvals, assigning action items, and tracking tasks for on-time completion.
Key Results Area #4: Special projects
- Lead projects as requested by Officer(s) including creation of project plan and timeline, monitoring timeline, scheduling and facilitating project meetings, tracking action items and holding responsible parties accountable.
- Perform and summarize necessary research as assigned by Officer(s).
- Cultivate relationships with leadership team members to enhance knowledge and collaboration.
- Evaluates highly sensitive and confidential materials and determines the best approach for appropriate handling by weighing best practices, sensitivity, and previous protocol.
Miscellaneous items
- Scheduling and booking out of state travel.
- Obtaining signatures as needed.
- Various errands as needed.
- Expense reimbursement and corporate credit card processing.
- Physician Assistant Trauma Team: expense management and onboarding communications.
- Physician kitchen management.
- Notary services as needed.
Requirements
- Associates Degree, required.
- Bachelor’s degree preferred.
- Proficient with Microsoft office suite or related software, ability to learn similar computer applications.
- Three or more years’ experience supporting C-suite executive(s) dealing with financial information.
- Core competencies in financial knowledge, quality communication, team player, anticipating needs, leadership, business acumen, planning/organizing, conflict resolution, and confidentiality.
- Position requires valid driver’s license, acceptable motor vehicle history, valid and free from restrictions, and must have appropriate vehicle insurance coverage. Ability to travel between all OCR locations.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
(The phrases “occasionally”, “regularly”, and “frequently” correspond to the following definitions: “occasionally” means up to one-third of working time, “regularly” means between half and two-thirds of working time, and “frequently” means two-thirds and more of working time.)
- The work environment is a typical office environment. The employee must be able to complete their work satisfactorily in an environment where there are significant distractions, including staff, patients, and vendors walking through and conversing, telephones ringing, conversations carrying over, loud noises, and interruptions to answer questions from others.
- While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls up to 8 hours per day. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms, and stoop, kneel, crouch, or crawl.
- The employee may occasionally lift and/or move up to 25 pounds and should do so in a sound and safe manner. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Benefits
- Medical, Dental, Vision coverage
- Life and AD&D Insurance
- Short Term and Long Term Disability Insurance
- Retirement savings and profit sharing plan participation
- Employee Assistance Program
- Continuing Medical Education (depending on position)
- Paid Time Off
*Benefit eligibility is dependent on employment status, and a waiting period may apply.
Orthopaedic & Spine Center of the Rockies (OCR) is an Equal Opportunity Employer and prohibits discrimination or harassment of any kind. OCR is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual experience and qualifications, without regard to a person’s race, color, age, sex, gender identity, gender expression, marital status, sexual orientation, religion, creed, national origin, the presence of any physical or mental disability, or status as a disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran, or any other protected status.
Posting Information
Posting Date:
May 19, 2023
Location:
Fort Collins
Department:
Administration
Job Information
Shift:
M-F
Pay Rate:
Commensurate with experience
