Job Summary:
The Executive Assistant and Board Liaison must be self-motivated, highly organized and creative. This position provides support to the President/CEO. We are looking for someone who is detail-oriented witha collaborative spirit, who enjoys a fast pace.

This role will have little-to-no guidance. High standards of written and verbal skills are required. Integrity and discretion in handling confidential information is essential, as is a collaborative demeanor when dealing with executives both inside and outside the company. A good sense of humor is a must!

Ability to manage complex calendars, coordinate international travel, process expense reports, assist with project support, and acting as a general liaison between team members and leadership are also important aspects of the role. Must have a can-do attitude.

You should be able to:
• Proactively coordinate and engage with leadership in planning activities, calendars and the organization of events
• Track and help drive completion of key deliverables and follow up on outstanding items
• Have fun at work and help others do the same
• Coordinate with teams on programs and projects in various areas
• Creative problem solver
• Proven ability to prioritize and handle multiple assignments while maintaining a commitment to deadlines and long-term goals

Essential Duties and Responsibilities:
• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Organize and schedule meetings and appointments
• Partner with HR to maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers, and office lease
• Manage executives' schedules, calendars, and appointments
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Ensure that results are measured against standards, while making necessary changes along the way
• Perform review and analysis of special projects and keep the management properly informed
• Determine current trends and provide a review to management to act on
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications
• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
• Participate actively in the planning and execution of company events
• Responsible for developing standards and promoting activities that enhance operational procedures
• Allocate available resources to enable successful task performance
• Coordinate office staff activities to ensure maximum efficiency
• Design and implement filing systems
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record-keeping
• Ensure security, integrity, and confidentiality of data
• Design and implement office policies and procedures
• Oversee adherence to office policies and procedures
• Analyze and monitor internal processes
• Implement procedural and policy changes to improve operational efficiency
• Prepare operational reports and schedules to ensure efficiency
• Coordinate schedules, appointments, and bookings
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Maintain a safe, secure, and pleasant work environment
• Handles travel companywide to include airfare, hotel, car and other related travel coordination.
• Work with broker and CSG Administrator/Controller on yearly treaties and malpractice 
• Work with CSG Administrator/Controller on The Doctor’s Company Malpractice Agreement/Policy
• Assists in renewing applicable business licenses.
• Maintains Petty Cash – distribution of funds, reconciliation on a monthly basis.
• Works closely with Administrators for AAAHC renewal application (every three years)
• Writes and reviews annually all Administration/Governance policies and procedures for accuracy.

Assistant Secretary to the Board Responsibility:
• Scribe and transcribe meeting minutes annual shareholders and directors and annually and quarterly
• Draft unanimous consents, resolutions and Certificate of Secretary where appropriate.
• Track Ledgers (shares) of all companies under LLP umbrella
• Work closely with attorney’s office on legal documents
• Notifications to shareholders and directors for Annual Meetings
• Performs other duties as assigned

Education and Experience:
1. High School Diploma or equivalent. Graduate of Bachelor’s Degree in Business Administration, Communications, or a related field preferred.
2.  Minimum of two years’ experience with proven track in providing administrative support assistance to the President/CEO. Must have the capability to handle extremely high-pressure
multi-tasking responsibilities at the executive level, with very strong organizational skills in addressing simultaneous and urgent priorities.
3. Excellent administrative competencies in organizing and planning top level executive schedules, business trips, hotel accommodations, transfer arrangement, etc.
4. Very highly organized in providing efficient executive records management, safekeeping of all confidential and business documents, and very highly efficient system of keeping, locating files, records, and documents.
5. Superior judgment, negotiation and decision-making skills.
6. Strong ethics and a high level of personal and professional integrity.
7. Very highly reliable in handling and safekeeping confidential information.
8. Outstanding oral and written communication skills.
9. Effective team player. With very good interpersonal relationship skills and can work and relate well with employees at all levels.
10. Must have the behavioral sensitivity, maturity, diplomacy and tact in addressing complex situations and handling irate business partners.
11. Must have basic familiarity on federal and state laws and requirements relating to healthcare management.
12. Excellent computer skills and very highly proficient in using MS office applications.