Senior Executive Assistant 

Little Rock, AR

GENERAL DESCRIPTION OF POSITION

The Executive Support Analyst provides high-level administrative support to the CEO, Executive management staff, and Arkansas Urology physicians by handling information requests and performing administrative functions such as correspondence, receiving visitors, arranging conference calls, and scheduling meeting while maintaining confidentiality overall business matters. Serve as the primary support and act as a liaison between the executives and the organization. Support the operations of the office both internal and external – to address support needs and issues on behalf of the executive.

The Executive Support Analyst has the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. 

The Executive Support Analyst has the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Identifying and recommending business solutions in the area of support managing complex special projects as assigned by COO or other Executive level members.

2. Compile, process and analyze data based on research objectives and prepare reports.

3. Reviews incoming mail for the COO; distributes mail to appropriate executive level staff; prepares outgoing mail.

4. Answers and screen calls for the COO; takes messages and routes callers to the appropriate personnel; answers questions and provides information to the callers and visitors.

5. Maintains appointment calendar for the COO. Schedule and cancel appointments for conference calls, meetings and events; ensures distribution of calendar to appropriate departmental personnel.

6. Makes travel arrangements for the COO, Physicians, and Executive Staff; register COO, physicians, and APPs for seminar, conferences onsite, and offsite meetings (flights, hotels, rental cars). Process all travel-related documentation and submit receipts and documentation to the accounting department.

7. Schedule meetings, including securing meeting rooms and catering and other arrangements for meetings called by the COO and Physicians. Notifies appropriate individuals of scheduled meetings; attend meetings as Departmental representative as required and provides follow-up information to the COO and prepares minutes/notes from meetings.

8. Establishes and maintains confidential files and records for the COO and the organization; establishes and maintains various hard copy and computer files and records of the COO activities, attendance records, programs, and related documents.

9. Conducts research, compiles information and prepares various reports, and manages special projects as assigned.

10. Attends meetings, events, and activities as assigned by the COO; represents the company by serving on committees and activities relating to Arkansas Urology and its subsidiaries.

11. Supports Employee Engagement Committee to include event planning, on-site set-up, and hosting the Arkansas Urology events. Responsible for logistics including room setup, reservations, decorations, entertainment, and ordering food.

12. Manages and oversees multiple projects concurrently; anticipate and tracks critical dates, events, and organizational issues for the COO. Follow up with appropriate parties to ensure deadlines are met.

13. Assists in evaluating company needs for physician recruiting. Developing and managing recruitment plans and sourcing in conjunction with the COO.

14. Provide accurate and regular reporting of physician recruiting activities to the COO and Executive leadership to depict both metrics and efforts. Providing a consultative approach with recommendations on how to move forward.

15. Enters all data in the appropriate databases assuring accuracy and completeness.

16. Organizes and maintains paper and electronic files as required.

17. Exemplifies a culture of excellence and customer service in all processes with all internal and external customers and all external representation of Arkansas Urology and its subsidiaries. Assists in overseeing credentialing for internal counterparts, providers, and external contacts.

18. Manages activities to develop and improve materials, policies, and procedures to support day-to-day operations.

19. Maintain and support third-party device and pharmaceutical representative software. 

20. Serve as Notary Public for medical records, business office, physicians, and staff as needed.

21. Perform any other related duties as required or assigned.

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

Bachelor’s Degree, plus specialized schooling and/or on-the-job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc., plus 3 years related experience and/or training, or equivalent combination of education and experience. Intermediate to Advanced skills in Microsoft Word, Excel, PowerPoint & Outlook. Master’s Degree preferred.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, the general public, and other employees of the organization. Maintain confidentiality of sensitive information and materials related to Arkansas Urology and its subsidiaries.

SOFTWARE SKILLS REQUIRED

Advanced: Microsoft Outlook, Excel, PowerPoint

Intermediate: Word Processing/Typing

Basic: Alphanumeric Data Entry, Contact Management