Executive Assistant - Physician Leadership - Duly Health and Care

Location: Downers Grove

Physician Executive Assistant Who: Is a Calendar Mastermind.

Duly is seeking a highly organized and pro-active Executive Assistant to join our team in supporting Executive Physician Leadership.

This role will be supporting four Physicians within our executive leadership team, who are currently practicing and supporting the organization administratively. The Executive Assistant position will be full-time and will require non-conventional work hours due to physician clinic schedules.  

Holistic benefits designed to help our team members flourish in all aspects of their lives, including: 

• Comprehensive medical and prescription drug benefits that include medical coverage at 100% (after deductible) when utilizing a Duly provider.
• $5,250 Tuition Reimbursement per year. 
• 40 hours paid volunteer time off. 
• A culture committed to Diversity, Equity, and Inclusion (DEI) and Social Impact
• 12 Weeks parental leave at 100% pay and a financial benefit for adoption and surrogacy for non-physician team members. 
• 401(k) Match
• Profit-sharing program

The Executive Assistant to the Physician Leader is that of a trusted business partner, offering high level administrative support in handling sensitive matters related to the physician leadership team in the clinical field. This position is versatile, providing support to any of the physician leaders and is the primary point of contact for internal and external physicians on all matters relating to the physician leadership team.  In addition to administrative duties, this role also takes on the responsibilities of managing projects and events related to physician board meetings, events, and special initiatives.

The ideal candidate will have the ability to exercise good judgement in a variety of situations, have strong written and verbal communication skills, have an administrative background with outstanding organizational skills, and must be able to maintain balance among multiple priorities.

ESSENTIAL DUTIES AND RESPONSIBILITES:

• Calendar Management:
• Extensive calendar management for key Physicians, independently resolving scheduling conflicts with internal and external clients.
• Proactively follows up on the need for follow up meetings and initiates the planning of these meetings.
• Physician Focus:
• Coordinate the execution of Physician Board Meeting activities, quarterly dinners and events.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings.
• Coordinate and distribute the agenda for executive and board level meetings and prepares an account of the meetings and designates action items as needed.
• Prepares executive summaries and reports on key resolutions and actions as discussed in physician meetings.
• Composes confidential correspondence, reports, presentations and other documents.
• Plans and orchestrates work to ensure the Physicians’ priorities are met, organizational goals are achieved, and best practices upheld. 

• Communication:
• Be responsive to emails/texts/phone calls, with contact outside of normal business hours.
• Provides a bridge for smooth communication between physician leaders with departments and clinics.
• Maintain professionalism and handle confidential information with discretion pertaining to all materials and exercises discretion when interfacing with internal and external clients.
• Responsible for drafting extremely confidential correspondence, reports, presentations, agendas, including maintenance of documents and files.
• Administration:
• May coordinate detailed domestic and international travel and handle any flight, ground transportation, and lodging changes or problems and communicates in a timely manner.
• Works independently, managing confidential administrative responsibilities and projects with diverse objectives requiring the ability to set priorities and manage tight deadlines.
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.
• Performs administrative and office support, which requires proficiency with Microsoft Suite to create word documents, excel spreadsheets and power point presentations.
• Responsible for monthly business expenses and processing for reimbursements.
• Other duties as assigned.

EDUCATION:

• High school diploma or GED required.

EXPERIENCE:

• Must have at least 5 years of experience working within physician group administrative support.
• Prior experience working with health care physician leaders highly preferred.
• Prior experience independently leading administrative projects and creating meeting agendas.

KNOWLEDGE SKILLS AND ABILITIES:

• Ability to independently compose executive level written communication.
• The ability to set priorities and manage to tight deadlines.
• Strong project management skills and the ability to set priorities independently.
• Knowledge of organizational policies, procedures and systems.
• Intermediate to advanced proficiency of Microsoft Office products including Word, Excel, PowerPoint and Outlook.
• Working knowledge of Workday, Concur, Visio, Sharepoint and internet-based applications.
• Knowledge of research methods, procedures required to compile data and prepare reports.
• Establish and maintain effective and collaborative relationships with the executive assistant team.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to work under pressure, communicate and present information.
• Ability to identify problems, recommends solutions, organize and analyze information.