Executive Assistant

Tigard, Oregon, United States | Full-time

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Title: Executive Assistant

Department: Exec staff

Exempt/Non-Exempt:  Non-Exempt

Reports to:  Managing Partner 

General Position Summary:

AFC is seeking an intuitive, multi-tasking, and self-motivated Executive Assistant to partner with the Managing Partner and the Exec staff as the medical group ramps up in new markets and expands its footprint in existing markets.  The AFC management team is a high performing and close knit group that has enjoyed tremendous success that past few years.  The ideal candidate will enable the Managing Partner and this team to build on that success.

The mission of the Executive Assistant is to stay 3 steps ahead of the Managing Partner, tracking all of the administrative details, and clearing the path for them to make their greatest contribution to our business. The Executive Assistant will be a key asset to the Managing Partner by anticipating needs at an exceptionally high level, allowing them to develop vision and strategy for all aspects of AFC Urgent Care so that we can reach our Operational, Cultural and Financial goals.

Understanding the group/practice dynamics, working relationships, and responsibilities is important as this position will work closely with other managers, as well as internal and external key players.  The candidate should be able to work successfully in a team environment, build effective working relationships, while keeping abreast of general business objectives, policies, standards, services, facilities, procedures and related information.

The successful candidate will have superior attention to detail, strong organizational skills, and the ability to calmly juggle multiple critical requests while meeting or exceeding tight deadlines. Candidate must also have a strong sense of professionalism under pressure, and the ability to react with appropriate urgency to situations.

A high level of integrity and discretion is needed in handling confidential information. 

Essential Functions/Major Responsibilities:

 

  • Managing Partner’s calendar, email and phone
  • Manage Managing Partner’s key tasks, projects and deadlines and commitments/action items
  • Personal Assistance as appropriate
  • AFC Company wide and Management meeting planning
  • Specific Accounting/Finance related projects and tasks
  • Miscellaneous company wide projects (eg., Contract Management System)

 

Specific Job Skills:

  • Affinity for Technology: The Executive Assistant will be technologically savvy across multiple platforms (Mac, PC) and will not be intimidated by learning new technology. Proficiency in the following platforms is ideal: Google Suite/Workspace (preferred) or Microsoft Office Suite, excellent  spreadsheet skills, any accounting system (Quickbooks or Xero preferred).
  • Calendar and email management: Managing multiple calendars and coordinating/maintaining key meetings. Experience with email/inbox management for senior executives.

  • Quality Communication: Must be an excellent communicator, in writing, in person, and over the phone. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, Google chat messages, text messages and/or emails.

  • Financial Knowledge: high attention to detail and accuracy, using their existing experience dealing with financial information, their experience supporting and working in financial groups, and their ground level understanding of accounting terminology to provide informed administrative support, and take on the accounting tasks/projects in the job’s scope.

  • Anticipating Needs: The EA will strive to anticipate needs and eliminate friction at work and home for the MP whenever possible. This means you know how to stay 3 steps ahead of your leader, clearing the path for him to make his greatest contribution.

 

Qualifications:  

  1. Bachelor’s degree strongly preferred
  2. 3+ years of experience in an Executive Assistant position supporting C-Suite executives
  3. Physical Ability to bend, reach, and lift boxes and office supplies up to 30 lbs.