Overview
Executive Assistant Jobs in Pensacola, FL at Retina Specialty Institute
Title: Executive Assistant
Company: Retina Specialty Institute
Location: Pensacola, FL
Job DescriptionTitle:Executive Assistant to Sunil Gupta, MD
Department:Administration
Reports To:Executive VP of Human Resources
FLSA:Non-Exempt (Hourly)
General Purpose of Job/Summary:
Retina Specialty Institute is at the national and regional forefront of retinal healthcare. We are constantly trying to innovate and improve ourselves. We are looking for an Executive Assistant to provide our team members with the support they need to excel in their careers.
The function of this Executive Assistant role is to provide comprehensive support to the managing partner. Based in our Corporate Office in Pensacola, FL, this position reports to the Executive VP of Human Resources.
The Executive Assistant to the managing partner is responsible for providing comprehensive support to the managing partner. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Essential Duties and Responsibilities:
Provide sophisticated calendar and email management for the managing partner.
Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
Act as a liaison and provide support to the Board of Directors as needed. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes as needed. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
Complete a broad variety of administrative tasks that facilitate the managing partner’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
Serve as the primary point of contact for internal and external parties on all matters pertaining to the managing member, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect managing partner’s style and organization policy.
Work closely with the managing partner to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer”, having a sense for the issues taking place in the environment and keeping them updated.
Anticipate managing partner’s needs in advance of meetings, conferences, etc.
Maintain open communications with the leadership team, including meeting regularly with their teams and providing information and documents as needed.
Assist with staff meetings and events as needed.
Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the managing partner and staff, demonstrating leadership to maintain credibility, trust, and support with the Leadership Team. Complete projects by assigning work to appropriate staff, including the Leadership Team, on behalf of the managing partner.
Work with the Leadership Team to coordinate the managing partner’s outreach activities. Follow up on contacts made by the managing partner to cultivate ongoing relationships.
Provide event…