Executive Assistant

Integrative Emergency Services, LLC (“IES”) is seeking an Executive Assistant . This position is r esponsible for providing a high level of support to assigned executives with a strict adherence to confidentiality . Will l iaison between executives and varying stakeholders, clients, and potential clients. Responsible for supporting internal and external constituencies with a high level of professionalism and in a manner that reflects positively on the organization. Will use independent judgment and decision making on issues of significance in line with successful outcomes to the assigned owners, executives and IES. Will also oversee special projects. There are two primary work locations including a clinic based office setting ( Dallas, TX 75204) and corporate setting (Dallas, TX 75244). Will be supporting at least 3 executives. 

Integrative Emergency Services, LLC (“IES”) is dedicated to cultivating best practices in emergency care, providing comprehensive acute care services, creating value, and supporting patients, employees, clients, providers, and physicians in pursuit of the highest quality health care.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following.  Others may be assigned.

• Provides administrative and executive support to assigned executive leadership.  Assists the executive team on a regular basis, taking responsibility to manage cross-departmental efforts and projects.  Act as key liaison between staff members and the executive leadership.
• Heavy calendar management.  Owns and coordinates heavy, complex meeting schedules which often include participants external to the organization. Includes the management of calendars, related correspondence, meeting details, and logistics coordination.
• Plans and coordinates events, special meetings, and recurring executive or all employee meetings.  Duties may include, but are not limited to:  arranging travel and hotel accommodations, organization of transportation, logistics, catering, creating special invitations, and organizing meeting space. May also include project management, budget management, and IT/equipment coordination.
• Researches, compiles data, creates and edits high quality confidential documents (such as letters, memos, reports, and presentations).
• Manages various projects which may include research, compiling information, analysis, and recommending actions.
• Arranges and tracks travel and accommodations for supported owners/executives. Processes travel preauthorization requests as needed.
• Prepares, audits, and submits expense reports, including securing proper authorization.
• Conserves the Executive's time by reading, researching, collecting and analyzing information as needed, in advance.
• Prepares Word, Excel, and PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization. Maintains various spreadsheets and databases. 
• Answers and screens all office calls and executive level calls for urgency, set priorities, take accurate messages and channel them to the proper contact individual.
• Receives, sorts, and facilitates dissemination of misrouted mail and information to appropriate employee. Copies, types, sends/receives & distributes emails; sorts, distributes and responds to mail; sends certified mail; greets visitors; answers phones; sets up and maintains file system; interoffice mail; overnight mail; frequently checks out boxes and processes work, etc.
• Supports other staff members including, but not limited to, providing front desk coverage as needed.
• Responsible for adhering to all company policies and procedures while maintaining confidentiality.

QUALIFICATIONS

Knowledge, Skills, Abilities:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong interpersonal, organizational, and verbal/written communication skills
• Detail orientation
• Ability to manage multiple priorities and prioritize tasks in a fast-paced environment
• Strong customer service orientation
• Able to exercise good judgment in a diversity of situations
• Ability to work independently on projects, from conception to completion
• Able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion Ability to use discretion appropriately and maintain confidentiality
• High levels of proficiency with MS Office applications
• Ability to communicate effectively with all levels of the organization
• Ability to read, write and speak English proficiently

Education / Experience:  Include minimum education, technical training, and/or experience preferred to perform the job.

Required:

• Associate's degree
• At least one (1)  year of experience as an Executive Assistant or related experience
• An equivalent combination of education and work experience may be substituted for the specific required education and experience 

Preferred:

• Bachelor's degree
• At least three (3) years’ experience as an Executive Assistant supporting a Chief Executive Officer or other C-suite leader
• Demonstrated experience with presentations, flowcharts, and organizational charts
• Shorthand or dictation skills for efficient capture of high-priority information

PHYSICAL DEMANDS:  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.

• Specific vision requirements include the ability to see at close range, distance vision, peripheral vision, depth perception, and the ability to adjust focus
• While performing the duties of this job, the employee is regularly required to talk and hear
• Frequently required to stand, walk, sit, use hands to feel, and reach with hands and arms.
• Possess the ability to fulfill any office activities normally expected in an office setting, to include, but not limited to:  remaining seated for periods of time to perform computer based work, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
• Occasionally lift and/or move up to 20-25 pounds 
• Fine hand manipulation (keyboarding)

WORK ENVIRONMENT:   The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Primarily an onsite, office-based role with a high level of in-person interaction
  • Corporate Office - 4835 Lyndon B Johnson Fwy, Dallas, TX 75244
  • Clinic Office - 2710 Swiss Ave, Dallas, TX 75204
• Standard business hours with flexibility as dictated by the needs of the business, including support for early morning, evening, or occasional weekend projects and meetings    
• The noise level in the work environment is usually low

TRAVEL

• May visit hospital locations and vendors. 
• Occasional travel may be required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.