Executive Assistant

Job Description

Job Summary: The Executive Assistant will provide high-level daily organizational and administrative support.

Primary Responsibilities:

Provides high-level administrative professional and personal support and assistance to the physician, (owner and general manager).

Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.

Receives incoming communication or memos on behalf of the physician (owner and general manager), reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.

Performs clerical and administrative tasks including reconciliation of finances, personal & professional.

Obtains signatures of vital documents and payments on a timely basis.

Arranges travel and accommodations for national and international travel logistics including family vacations, mission trips and conferences. The ability to create a detailed itinerary is essential.

Schedules meetings. Manage daily scheduling and digital calendar(s), personal and professional.

Performs as a liaison between home and work responsibilities; Including scheduling appointments, bill pay, personal errands and assisting with gifts and holidays.

Tracks and reports personal and professional projects.

Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.

Plan, organize and coordinate special events for businesses.

Coordinate and assist property manager(s) with appointments and purchasing for multiple properties. Maintain and track maintenance management log records.

Participates in “strategic coach”.

Performs additional duties as assigned by the physician (owner and general manager).

Performs other related duties as assigned.

Education:

High school diploma required, bachelor’s degree in business administration or related field preferred.

Qualifications Required:

At least four years of related experience required.

Excellent customer service skills

Excellent verbal and written communication skills.

Excellent organizational skills and attention to detail.

Excellent prioritizing skills.

Excellent collaboration skills.

Ability to maintain discretion and confidentiality.

Ability to take direction and follow through on assignments and responsibilities.

Excellent time management skills with a proven ability to meet deadlines.

Ability to function well in a high-paced and at times stressful environment.

Ability to multitask.

Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Working Conditions/Physical Requirements:

Prolonged periods sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.

Travel Requirement: None

*This job description is intended to describe essential job functions used to assess the performance of an employee and is not intended to be an all-inclusive statement of job responsibilities.

Schedule:

Monday to Friday 8:30 AM to 5:00 PM

Work Location: In person, Rochester NY 14607

It is the policy of Vito Quatela, MD, PLLC to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.