Administrative Assistant to CEO healthcare

SynergenX is a professional, fast-paced, innovative healthcare company and our goal is to help our patients look feel and great through hormone replacement, weight loss, and related services, but what we're really committed to is you. Our employees! In 2022 we acquired our direct competitor of Low T and HerKare becoming the nation's largest Hormone Replacement Treatment provider in the US!

Administrative Assistant (AA) must be able to assist the Senior Executive Administrative Assistant (Sr EA) in supporting the CEO. AA should be a master multi-tasker with excellent communication skills and an upbeat attitude. AA should be able to assist CEO and Executive Administrative Assistant by handling office tasks being a helpful and positive presence in the workplace. The Administrative Assistant must prioritize consulting with the Sr EA to conserve the CEO's time, as this is crucial. Additionally, the AA should be capable of acting as a backup to the Sr EA for administrative duties as needed. This includes serving as the point of contact and managing tasks in the absence of a direct report. AA will be responsible for tasks such as managing emails, updating the CEO's calendar, editing senior-level documents, reports, and presentations, ordering and managing office supplies, coordinating office maintenance repairs, arranging travel and itineraries, and other related duties.

Summary Of Responsibilities

Calendar Management: Effectively manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements. Assist in managing multiple highly active calendars of appointments, review and processing of expense reports, and composing and preparing correspondence that is sometimes confidential. They will be responsible for arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.

Communication: Serve as the secondary point of contact for internal and external stakeholders, handling correspondence, phone calls, and emails on behalf of the CEO. Reports to and works closely with the CEO's Senior EA to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Handle sensitive information with confidentiality and discretion. Provides a bridge for smooth communication between the CEO office and internal departments.

Meeting Coordination: Coordinate logistics for meetings, including preparing agendas, arranging facilities, and compiling necessary materials. Prioritizes conflicting needs by handling matters expeditiously, efficiently, and follows-through on projects to successful completion, often with deadline pressures.

Document Management: Maintain and organize important documents, expense reports, and presentations, ensuring timely access and accurate version control. Accompanied with a hands-on approach to update and create trackers, spreadsheets, meeting agendas, meeting minutes, and managing other daily tasks.

Information Management: Conduct research and compile information as needed to support the Sr. EA and CEO in decision-making and strategic planning. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.

Administrative Support: Provide general administrative support to the CEO, including expense management, file organization, and other ad hoc tasks as required. Completes a broad variety of administrative tasks in support to the CEO and clinical operations department.

Relationship Management: Representing the CEO professionally at all times. Act as a "liaison" for visitors, and for the staff to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact. Assist in managing special projects and initiatives as assigned by the Sr. EA, ensuring timely completion and effective coordination among team members.

Qualifications

• Bachelors degree preferred, or Associates with 5 years experience supporting CEO level executives.
• Proven Advanced Proficiency in Microsoft Office Suite and other relevant software applications.
• Proven High level of ability using advanced Excel formulas and functions required.
• Strong communication skills, both verbal and written, with a professional and diplomatic demeanor.
• Exceptional organizational and disciplined time management skills, with the ability to prioritize tasks and manage competing demands effectively.
• Ability to take direction and coaching.
• Flexibility and adaptability to changing priorities and deadlines.
• Proactive approach to problem-solving and decision-making. Ability to work calmly under pressure with tight deadlines.
  
  

Benefits

Health, Dental, & Vison, Short term, Long term, and Life insurance, 401k plan with match up to 5%, Paid time off with annual increases, Closed the 6 major holidays, Tuition reimbursement, Employee discount on all services offered, Onsite Gym access.

Location & Hours:

Houston, TX 77070 Position is 40 - 50 hours per week, Onsite

Salary: $50000 - $60000 per year

Job Posted by ApplicantPro