Integrative Emergency Services, LLC (“IES”) is seeking an Administrative Assistant. This position is responsible for providing a high level of support to assigned owners and/or executives with a strict adherence to confidentiality. Will liaison between executives and varying stakeholders, clients, and potential clients. Responsible for supporting internal and external constituencies with a high level of professionalism and in a manner that reflects positively on the organization. Will complete projects as assigned.
Integrative Emergency Services, LLC (“IES”) is dedicated to cultivating best practices in emergency care, providing comprehensive acute care services, creating value, and supporting patients, employees, clients, providers, and physicians in pursuit of the highest quality health care.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following. Others may be assigned.
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Provide administrative and executive support to assigned executive leadership. Assist assigned executive leaders on a regular basis, assisting with management of cross-departmental efforts and projects. Act as a key liaison between staff members and supported leaders.
- Heavy calendar management. Own and coordinate heavy, complex meeting schedules which often include participants external to the organization. Includes the management of calendars, related correspondence, meeting details, and logistics coordination.
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Plan and coordinate events, special meetings, and recurring executive or employee meetings. Duties may include, but are not limited to: arranging travel and hotel accommodations, organization of transportation, logistics, catering, creating special invitations, and organizing meeting space. May also include project management, budget management, and IT/equipment coordination.
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Research topics, compile data, and create and edit high quality confidential documents (such as letters, memos, reports, and presentations).
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Arrange and track travel and accommodations for supported owners/executives. Process travel preauthorization requests as needed.
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Prepare, audits, and submit expense reports, including securing proper authorization.
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Conserves the Executive's / Owner’s time by reading, researching, collecting and analyzing information as needed, in advance.
- Prepare Word, Excel, and PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization. Maintain various spreadsheets and databases.
- Answer and screen all office calls and executive level calls for urgency, set priorities, take accurate messages and channel them to the proper contact individual.
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Receive, sort, and facilitate dissemination of misrouted mail and information to appropriate employee. Copy, type, send/receive & distribute emails; sort, distribute and respond to mail; send certified mail; greet visitors; answer phones; set up and maintain file system; interoffice mail; overnight mail; frequently check out boxes and process work, etc.
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Support other staff members including, but not limited to, providing front desk coverage as needed.
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Responsible for adhering to all company policies and procedures while maintaining confidentiality.
QUALIFICATIONS
Knowledge, Skills, Abilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Strong interpersonal, organizational, and verbal/written communication skills
- Detail oriented
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Ability to manage multiple priorities and prioritize tasks in a fast-paced environment
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Strong customer service orientation
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Able to exercise good judgment in a diversity of situations
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Ability to work independently on projects, from conception to completion
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Able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
- Ability to use discretion appropriately and maintain confidentiality
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High levels of proficiency with MS Office applications
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Ability to communicate effectively with all levels of the organization
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Ability to read, write and speak English proficiently
Education / Experience: Include minimum education, technical training, and/or experience preferred to perform the job.
Required:
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At least one (1) year of experience in a professional, corporate, or office environment
Preferred:
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Prior experience as an administrative assistant supporting an executive leader
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Specific vision requirements include the ability to see at close range, distance vision, peripheral vision, depth perception, and the ability to adjust focus
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While performing the duties of this job, the employee is regularly required to talk and hear
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Frequently required to stand, walk, sit, use hands to feel, and reach with hands and arms.
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Possess the ability to fulfill any office activities normally expected in an office setting, to include, but not limited to: remaining seated for periods of time to perform computer based work, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
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Occasionally lift and/or move up to 20-25 pounds
- Fine hand manipulation (keyboarding)
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Office environment - Corporate office located at 4835 Lyndon B Johnson Fwy, Dallas, TX 75244
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Monday-Friday and available during core business hours of 8am-5pm
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Flexible hours as dictated by the needs of business for projects and meetings.
- May involve early morning, evening, and weekend work.
- The noise level in the work environment is usually low
TRAVEL
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May visit hospital locations and vendors.
- Occasional travel may be required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
The company is committed to creating a diverse, inclusive, and equitable environment and is proud to be an equal opportunity employer. Qualified applicants of any age, race, religion, nationality, sexual orientation, gender identity or expression, disability, or veteran status will receive equal consideration for positions. We welcome people of diverse backgrounds, experiences, and abilities and believe that the unique experiences of our team drive our success.
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