Executive Assistant

• Provides administrative and executive support to assigned executive leadership. Assists the executive team on a regular basis, taking responsibility to manage cross-departmental efforts and projects. Act as key liaison between staff members and the executive leadership.
• Heavy calendar management. Owns and coordinates heavy, complex meeting schedules which often include participants external to the organization. Includes the management of calendars, related correspondence, meeting details, and logistics coordination.
• Plans and coordinates events, special meetings, and recurring executive or all employee meetings. Duties may include, but are not limited to: arranging travel and hotel accommodations, organization of transportation, logistics, catering, creating special invitations, and organizing meeting space. May also include project management, budget management, and IT/equipment coordination.
• Researches, compiles data, creates and edits high quality confidential documents (such as letters, memos, reports, and presentations).
• Manages various projects which may include research, compiling information, analysis, and recommending actions.
• Arranges and tracks travel and accommodations for supported owners/executives. Processes travel preauthorization requests as needed.
• Prepares, audits, and submits expense reports, including securing proper authorization.
• Conserves the Executive's time by reading, researching, collecting and analyzing information as needed, in advance.
• Prepares Word, Excel, and PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization. Maintains various spreadsheets and databases.
• Answers and screens all office calls and executive level calls for urgency, set priorities, take accurate messages and channel them to the proper contact individual.
• Receives, sorts, and facilitates dissemination of misrouted mail and information to appropriate employee. Copies, types, sends/receives & distributes emails; sorts, distributes and responds to mail; sends certified mail; greets visitors; answers phones; sets up and maintains file system; interoffice mail; overnight mail; frequently checks out boxes and processes work, etc.
• Supports other staff members including, but not limited to, providing front desk coverage as needed.
• Responsible for adhering to all company policies and procedures while maintaining confidentiality.

• Strong interpersonal, organizational, and verbal/written communication skills
• Detail orientation
• Ability to manage multiple priorities and prioritize tasks in a fast-paced environment
• Strong customer service orientation
• Able to exercise good judgment in a diversity of situations
• Ability to work independently on projects, from conception to completion
• Able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion Ability to use discretion appropriately and maintain confidentiality
• High levels of proficiency with MS Office applications
• Ability to communicate effectively with all levels of the organization
• Ability to read, write and speak English proficiently

• Associate's degree
• At least one (1) year of experience as an Executive Assistant or related experience
• An equivalent combination of education and work experience may be substituted for the specific required education and experience

• Bachelor's degree
• At least three (3) years’ experience as an Executive Assistant supporting a Chief Executive Officer or other C-suite leader
• Demonstrated experience with presentations, flowcharts, and organizational charts
• Shorthand or dictation skills for efficient capture of high-priority information

• Specific vision requirements include the ability to see at close range, distance vision, peripheral vision, depth perception, and the ability to adjust focus
• While performing the duties of this job, the employee is regularly required to talk and hear
• Frequently required to stand, walk, sit, use hands to feel, and reach with hands and arms.
• Possess the ability to fulfill any office activities normally expected in an office setting, to include, but not limited to: remaining seated for periods of time to perform computer based work, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
• Occasionally lift and/or move up to 20-25 pounds
• Fine hand manipulation (keyboarding)

• Primarily an onsite, office-based role with a high level of in-person interaction

• Corporate Office - 4835 Lyndon B Johnson Fwy, Dallas, TX 75244
• Clinic Office - 2710 Swiss Ave, Dallas, TX 75204
• Standard business hours with flexibility as dictated by the needs of the business, including support for early morning, evening, or occasional weekend projects and meetings
• The noise level in the work environment is usually low

• May visit hospital locations and vendors.
• Occasional travel may be required.

Integrative Emergency Services