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Executive Assistant  

About the Organization
eMDs offers exciting opportunities that will challenge your abilities, expand your skills and reward your contributions in an atmosphere that encourages both personal and professional growth for all.

Additionally, eMDs offers competitive compensation, excellent benefits, and a positive work environment designed around the philosophy of mutual respect and the challenge of contributing to the continued success of our organization.

Our History

eMDs was founded in 1996 by David Winn, MD, a board-certified family practice physician with a very strong business background who understood the value of having an integrated practice management system which helped physicians focus on patients while optimizing practice financials. Dr. Winn was dissatisfied with offerings on the market, and set out to create his own. The eMDs clinic was first implemented in 1998. Using our own practice management system meant we fully understood what it takes to create the perfect EHR system and why the company built our reputation upon being a highly usable system.

Many years later, we've retained the same values from our early days. We are dedicated to building the best integrated EHR and RCM systems and services. We focus on listening to our customers. And most importantly, we focus on making the practice of medicine enjoyable and fulfilling.

Our Leadership

Since our founding, we have been privileged to have been led by certified healthcare professionals and proven IT leaders.
Category Human Resources  
Close Date  

Summary of Job:

The role of the Executive Administrative Assistant is to provide administrative support to the CEO as well as other members of the Executive Leadership team and to help with the admin work regarding the corporate headquarters.

Supervisory Responsibilities:

Will the job have direct reports? No

Essential Duties and Responsibilities:

Manage the process of scheduling internal and external meetings utilizing Outlook Calendar software including the following:

  • Confirming with any external / internal attendees that they have accepted and are confirmed minimally the day before the appointments
  • Ensuring the call in / Teams meeting information, location and address if external meeting is accurate and confirmed
  • Include the host info for the CEO’s calendar only if he is the host of any conference call

Coordinate travel plans for the CEO and manage his expense report submission and reconciliation

  • Confirm all travel plans are confirmed at least the week prior to travel whenever possible including airfare, hotels, car rental, car service, pick up by others, etc.
  • Complete expense reporting by the Friday following the week the expense is recurred
  • Reconcile each credit card utilized at least once per month by the 15th of the following month

Schedule executive meetings and make the necessary arrangements for hoteling, catering and other meeting services

Answer phone calls for the CEO and handle or transfer the caller to the key contact to handle the caller’s issue

Coordinate all outgoing/incoming mail and packages

Ensure that all meeting areas are presentable at the end of each day for the following day

Provide administrative support to the Leadership Team including creating PowerPoint, Excel and Word documents

Proactively manage the inventory for the break areas and place orders as needed

Ensure that all break areas are presentable at the end of each day for the following day

Compose various correspondence, memorandums and documents for the Leadership Team

Assist with the planning and execution of company wide events

Proactively manage the supply room inventory and order new supplies, as needed

Complete special projects for the Leadership Team as assigned, adhering to the project requirements and schedules

Prioritize work according to the completion dates and track all assignments to ensure deadlines are met

Other duties as assigned

Position Requirements


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 including computer skills/level.

  • Highly proficient in computer systems such as MS Outlook, Word, Excel, Teams, One Note, and PowerPoint. As well as expense reporting systems such as Concur or Expensify
  • Organized and detail-oriented
  • Ability to operate standard office equipment; postage meters, network scanners, facsimile machines
  • Ability to manage multiple projects simultaneously, including adhering to deadlines and requirements
  • Ability to manage extremely sensitive and confidential company information that may include business partners, customers, strategy, financials, etc., and maintain that confidentiality
  • Advanced interpersonal communications, leadership, planning and organizational skills
  • Ability to communicate effectively and in a professional and pleasant manner with all levels of employees, management, customers, vendors and other outside parties
  • Ability to organize and prioritize work

Education and/or Experience or both:

  • High school diploma or equivalent, college degree with emphasis in business or administrative training preferred. Equivalent combination of experience and education may be substituted.
  • At least 5 years of administrative/support experience, including at least 3 prior years of support of an CEO, President, and / or group of executives.
Full-Time/Part-Time Full-Time  
Shift Days  
CGM corporate job profile  
Statement if backfill, budgeted or non budgeted  
SAP position number (by corporate SAP OrgMgt)  
Position Executive Assistant  
Division IDE - eMDs  
Post Internal Days 0  
Created By Jessica Bekka  
Number of Openings 1  
Number Filled 1  
Exempt/Non-Exempt Non-Exempt  
Hiring Manager(s) Derek Pickell  
Req Number HUM-21-00006  
Open Date 8/10/2021  
Location Austin (Corporate Office)  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently accepting applications.

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