Assistant to the President

Description

Vanguard Skin Specialists is a dermatology and plastic surgery practice serving communities in southern Colorado. Our mission is to make a positive impact on our patients, our community, and our world. This mission drives everything we do from opening offices in underserved areas to sponsoring humanitarian projects to volunteering locally and abroad. 

The Assistant to the President provides high-level administrative and organizational support to ensure the President’s effectiveness in leading the healthcare organization and other organizations. This role requires exceptional professionalism, proactive problem-solving, and the ability to manage multiple priorities. Beyond Vanguard, President is also involved in leading and volunteering with faith-based organizations, so this role will provide support in those areas as well.

Duties and Responsibilities

1. Administrative Support

• Manage and optimize the President’s calendar, including scheduling meetings, resolving conflicts, and prioritizing appointments.
• Prepare and coordinate meeting agendas, minutes, and follow-up action items.
• Manage President’s to do list, keeping him on track with deadlines and follow ups.
• Assist with correspondence, including emails, phone calls, and letters, ensuring timely and accurate communication.

2. Communication and Liaison

• Serve as a point of contact between the President and internal/external stakeholders, maintaining professionalism and confidentiality.
• Relay messages, coordinate communications, and follow up on behalf of supervisor to ensure seamless operations and strong collaboration.
• Build strong relationships with leadership, staff, and external partners to facilitate effective collaboration.
• Help maintain directory of physician and community contacts, filling gaps and ensuring it is up to date.
• Coordinate and send thank you gifts.

3. Content Development and Speech Preparation

• Assist in drafting, editing, and reviewing blogs, articles, and thought leadership pieces for internal and external audiences.
• Conduct research to support content development, ensuring materials are well-informed and aligned with industry trends.
• Prepare drafts of speeches, presentations, and talking points for events, conferences, and stakeholder meetings.
• Collaborate with the marketing and communications team to ensure the President’s messaging is consistent across all platforms.
• Create and improve PowerPoint presentations that align with brand guidelines.

4. Social Media

• Manage social media accounts.
• Assist and troubleshoot with technology needs.

5. Meeting and Event Management

• Plan and/or coordinate meetings and events at President’s request.
• Anticipate supervisor’s needs for meetings and presentations, ensuring all necessary documents, data, and visuals are prepared in advance.
• Attend meetings as requested to take notes and track actionable items.

6. Travel and Logistics Coordination

• Organize travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Anticipate travel-related needs, such as briefing materials, contingency planning, and time zone adjustments.

7. Project and Task Management

• Assist in the execution of strategic initiatives by tracking deadlines, progress, and deliverables.
• Conduct research and prepare reports, presentations, and summaries for review.
• Coordinate special projects as directed, ensuring timely and successful outcomes. This may include community outreach, market research, and other projects.

8. Confidentiality and Professionalism

• Handle sensitive information with discretion and ensure compliance with organizational and legal confidentiality standards.
• Represent the President and the organization in a professional and positive manner at all times.

Targets & Outcomes

Supervisor satisfaction with administrative, operational, and content development support.

• Accuracy and timeliness of deliverables, including correspondence materials.
• Effectiveness in managing the schedule, priorities, and communication needs.
• Successful execution of events and special projects.
• Quality and timeliness of content, including blogs, speeches, and presentations.

360 Reviews will also be considered.

Requirements

Education and Experience

• Bachelor’s degree.
• At least 2  years of prior, relevant work experience preferred.

Skil