Administrative Coordinator - NorthStar Anesthesia

NorthStar Anesthesia is seeking a Administrative Coordinator to join our team.

This role offers the flexibility to be Hybrid based out of our Washington, D.C. office.

A Smarter Career Investment

NorthStar is the fastest growing anesthesia management company in the U.S. We run successful anesthesia programs with more than 2,500 clinicians across 20+ states. Whether you're a physician, CRNA or office professional, NorthStar is a great place to invest your career.

Summary/Objective:

The Executive Assistant will act as an extension of the executive team. The ideal candidate will be self-driven, flexible, and able to work with minimal oversight and guidance. This person will be comfortable with ambiguity and know how to take effective action when needed.

Executive Support

• Manage executives’ calendars, including day-to-day and ongoing oversight, deconflicting schedules proactively where needed, and keeping all relevant logistical details updated.
• Prioritize executive calendars and schedules based on business needs.
• Maintain understanding of assigned executives’ priorities and responsibilities.
• Work collaboratively with full EA team to schedule across multiple executives.
• Coordinate travel (hotels, airfare, trains) for assigned executives.
• Submit timely and accurate expense report submissions for assigned executives.

Meeting Management

• Coordinate logistics for internal and external meetings, including calendar invitations, meeting room reservations, and A/V needs.
• Coordinate distribution of agendas, supporting documents, and other information for internal and external meetings.
• Take meeting minutes and distribute to attendees in follow-up.
• Monitor progress against meeting action items and follow-up with stakeholders as appropriate.

Project Management and Event Planning

• Create slide decks, meeting materials, collateral, and agendas for meetings and events.
• Coordinate internal and external events, including but not limited to conferences, town halls, board meetings, and social gatherings.
• Manage onsite and offsite events with high attention to detail and customer service orientation.
• Manage tasks delegated and assigned by the executives and manager.
• Maintain vendor maintenance communication for portfolio of assigned vendors.  
• Relieve Front Office Manager of duties when needed, including assisting with greeting guests and vendors.
• Promote NorthStar Anesthesia’s Core Values

Key Deliverables: 

• Coordinate and prioritize multiple schedules, appointments, and office visits.
• Handle a wide range of administrative-related tasks while being able to work independently and confidently under pressure.
• Maintain a high degree of confidentiality.
• Other duties and assigned responsibilities

Qualifications:

• Bachelor’s degree from an accredited college or university
• Minimum of three (3) years providing executive support at a high level
• Demonstrated project management with the ability to partner with diverse stakeholders to meet ambitious timetables, milestones, and deliverables
• Proficiency in Microsoft Office Suite programs including Word, PowerPoint, Excel, and Outlook
• Ability to manage up and collaborate effectively with diverse
• Ability to prioritize workload on daily, weekly, and monthly basis

Knowledge, Skills and Abilities:

• Excellent written and verbal communication skills
• Ability to think creatively, highly driven, self-motivated, highly organized
• Ability to work accurately and timely, follow complex instructions, and produce demonstrated high-quality work with great attention to detail
• Strong interpersonal skills, with ability to build relationships with stakeholders, act with tact and diplomacy, and demonstrate sound judgment
• Proven ability to manage confidential information with discretion
• Ability to maintain a friendly and professional demeanor and presence in all interactions