Executive Administrative Assistant with Medical Field Experience

We are seeking a dedicated and highly skilled Executive Administrative Assistant to support the CEO and management team of a new non-profit foundation dedicated to educating medical professionals and the public on innovative health and healing methods. This role is crucial in balancing the foundation’s needs with the CEO’s responsibilities as a practicing physician and medical clinic operator.

Responsibilities:

-Provide comprehensive administrative support to the doctor
-Manage scheduling, appointments, and correspondence
-Handle sensitive information with confidentiality
-Communicate effectively with patients and medical staff
-Assist with various medical administrative tasks
-Provide high-level administrative support to the CEO and management team.
-Manage and maintain the CEO’s calendar, scheduling meetings, appointments, and ensuring the CEO is prepared for his schedule.
-Coordinate and facilitate virtual meetings via Zoom and communication through WhatsApp, including preparing agendas and notes.
-Organize and manage travel needs for the CEO and foundation management.
-Monitor and manage the CEO’s email, highlighting important messages for daily verbal briefings.
-Assist in preparing and editing correspondence, reports, and presentations.
-Organize and maintain files and records, ensuring information is easily accessible.
-Liaise with internal and external stakeholders on behalf of the CEO.
-Handle confidential information with discretion and mature judgment.
-Perform other administrative duties as required to support the smooth operation of the foundation.

Key Requirements:

-iPhone user
-Mature individual (32+ years old)
-Experience in the medical field (preferred)
-Patience and the ability to handle a demanding personality
-Fluent in English (speaking, reading, and writing).
-Experience and comfort working virtually with the CEO and other managers.
-At least 3 years of proven experience as an executive administrative assistant or in a similar role.
-Expert technology skills, particularly with Zoom, WhatsApp, and other communication tools.
-Exceptional time management and organizational skills.
-Strong verbal and written communication abilities in English.
-Ability to manage a complex calendar and prioritize tasks effectively.
-Professional judgment in handling sensitive and confidential information.
-Ability to work independently and as part of a virtual team.
-Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Apple’s Keynote and Pages.

Preferred Qualifications:

-Experience in a charitable foundation or non-profit organization in the USA.
-Knowledge of medical terminology and healthcare industry experience.
-Bachelor’s degree in Business Administration, Communications, or a related field.

Qualities Desired:

-Comfortable with a professional but direct communication style.
-Able to manage a very busy elder doctor’s schedule and assist with daily reminders and preparation.
-Proactive in communication and problem solving.
-Outgoing and able to move quickly and adapt to constant change.
-Attention to detail, organization, and the ability to manage multiple tasks and projects simultaneously.
-Supportive to management and board members, including preparations for board meetings and clerical support.

Working Hours:
8 AM to 5 PM CST

Non-negotiable:
Must use Screenshot and Productivity Tracker

How to Apply:

Please send us a message with the following information and answer the following questions:
– Your Resume Link

And, answer these questions:

1. Who is the most influential person in your life and how did he/she impact you?
2. What is the toughest obstacle you have encountered in life? Did you overcome it? How?
3. How would you define success in your personal & business life?

We look forward to finding a dedicated and skilled individual to join our team!