Executive Assistant

Position Overview

Greater Purpose and Core Values: Athletico’s Greater Purpose is to empower people, inspire hope and transform lives. We accomplish this by providing exceptional, progressive, and cost-effective fitness, performance and rehabilitative services through personalized care that emphasizes education and prevention of future injury. This is accomplished through building on our Core Values of one team, understanding our business, recognition, people-focused, accountability, continuous innovation and trust and integrity, which are the foundation for our unique culture.

 

Position Summary:

The Executive Assistant performs diverse and advanced administrative duties providing general administrative support for the Chief Executive Officer Chief Administrative Office, and Sr. Vice President of Information Technology. This role will be responsible for maintaining confidential information and material relevant to company operations, executive correspondence and will occasionally act as a personal assistant to the CEO and CAO for non-Athletico matters.  The Executive Assistant is a critical partner who proactively aids and maintains extensive internal contact with the senior management team, Athletico staff, and external contact with customers, vendors, consultants, banks, Board Members, and government and other agencies.

 

 

Essential Duties and Responsibilities:

• Manage the CEO, CAO, and SVP IT’s complex calendar by scheduling meetings and appointments with internal/external parties
• Arrange and coordinate complex business travel with associated logistics
• Plan and coordinate in-person business meetings, including catering arrangement, room setup, and materials preparation
• Act as liaison to the Board of Directors, drafting correspondence, scheduling meetings, preparing materials, coordinating events, arranging Board travel, and overseeing all meeting logistics
• Own the end-to-end management of special projects including developing project plans, tracking deliverables, and overseeing logistics from inception to completion
• Manage planning, delivery, and budget maintenance of key staff events, including summer outings, holiday parties, leadership trainings and conferences, and milestone celebrations
• Interface with cross-functional colleagues and high-level stakeholders
• Prepare expense reports, reconcile all purchasing statements in a timely basis
• Provide project support with the ability to maintain confidentiality
• Professionally communicate and handle incoming and outgoing communications, including drafting correspondence, transcribing meeting minutes and notes, etc.
• Handle document and presentation preparation for various meetings
• Maintain the highest level of confidentiality and an ability to handle sensitive material in a confidential and discreet manner
• Responsible for documentation management, including but not limited to email, other electronic and hard copy records and files
• Support and assist with professional and personal philanthropies
• Evaluate and sort incoming mail to the appropriate management for action, follow-up and progress monitoring.
• Assist in general office administration duties at the Corporate Offices as needed
• Other duties as assigned

Qualifications:

• Education:
  • High school diploma or equivalent required; Bachelor’s degree preferred
• Work Experience:
  • 10+ years of executive administrative experience, providing direct support to a C-level Executive. Direct CEO/CAO administrative experience strongly preferred.
  • Fully proficient in Microsoft Office Suite
  • Healthcare experience preferred
• Certification/Licensure:
  • None required
• Knowledge and Technical Skills:
  • Interface well with all departments within the company and in a highly professional manner
  • Demonstrate the ability to communicate effectively and professionally with executives, staff, customers and external contacts to the organization
  • Must demonstrate sound judgement
  • Ability to maintain confidentiality
  • Excellent time management, planning and organizational skills
  • Professional demeanor and appearance
  • Must maintain a healthy balance of diplomacy, assertiveness, and humor
  • High ability to learn and master new technology

Language Skills:

• Ability to read, write and speak English proficiently

Physical Demands: The physical demands and work environment described here are representative of those that must be met