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Executive Assistant 

EOE Statement eCatalyst Healthcare Solutions, Inc. is 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.  

Executive Assistant

Location: Phoenix, AZ

Compensation: Competitive and commensurate with experience and skillset.

Status: Exempt, full-time


Position Overview

The Executive Assistant role reports directly to the Chief Executive Officer (CEO).  The mission of the Executive Assistant is to stay five steps ahead of the CEO, tracking all the administrative details, and clearing the path for her to make her greatest contribution to the business. The Executive Assistant will be a key asset to the CEO by anticipating needs at an exceptionally high level, allowing her to develop vision and strategy for all aspect of the company so that eCatalyst can reach its goals.

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO’s needs and the needs of the business.  The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity to support the initiatives of the CEO.

You’ll need to be willing to work at our corporate headquarters in Phoenix’s Biltmore Business District. Typical hours for this position are 8am to 5:00pm Monday through Friday. On occasion there is a need to work additional hours on evening and weekends during busy times to meet operational needs throughout the year. 


Essential Functions and Responsibilities

The Executive Assistant will have the following primary responsibilities:

-Meeting management including scheduling meetings, preparing agendas, compiling and printing reports, taking meeting minutes/notes, recording meetings, distributing action items, and following up with meeting participants on deliverables.

-Communicating on the CEO’s behalf both internally and externally.  

-Professional and personal email management on behalf of the CEO and within other eCatalyst general inboxes.

-Attending in person and online meetings multiple times per week.

-Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, completing reports, presentations, and other tasks that facilitate the CEO's ability to effectively lead the company. 

-Checking physical mailbox daily and processing incoming and outgoing mail.

-Complex calendar management and scheduling (both personal and professional) on behalf of the CEO.

-Managing the CEO’s social media accounts. 

-Varying personal and professional administrative tasks, including but not limited to, answering phones, booking company and personal appointments, research projects, coordinating all aspects of travel, ordering gifts/flowers/food, running errands, stocking office supplies, etc.

-Light project management, accounting, financial and marketing responsibilities.

-Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.

-Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response

-Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact. 

-Support other corporate leaders as needed. 



Corporate Knowledge

The CEO’s Executive Assistant will have high-level attention to detail and accuracy, using their existing experience in dealing with strategic and financial information and their experience supporting corporate executives to provide informed and proficient administrative support. 


Quality Communication

The Executive Assistant must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation.  This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis.  You must also be able to track communication (and be very responsive) across multiple channels without losing any details.  Those channels could include in-person meetings, virtual meetings, texts, chats, email, calls, etc.


High Level of Discretion

Since you will regularly work with confidential information, discretion and sensitivity regarding financial, strategic and personnel information is a must.  Team player: in addition to working directly with the CEO, the administrative assistant will also work with members of the executive and leadership teams.  They’ll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping.  The executive assistant understands that eCatalyst is a family-owned business and manages sensitive family, company and financial data and information appropriately. 


Anticipating Needs

As part of our commitment to enabling the CEO to serve our company and customers at the top of her game, our Executive Assistant will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead of the CEO, clearing the path for her to make her greatest contribution.


Affinity for Technology

The Executive Assistant will be a technology savvy Microsoft 365 user and will not be intimidated by learning new technology.  Proficiency in the following platforms is ideal: Microsoft 365 Office Suite, Teams, Zoom, Excel, Word, PowerPoint, Paychex, Canva, Hootsuite, and others.  

Position Requirements

Minimum Qualifications:

  • Associate Degree

  • 3+ years of experience with supporting executives - dealing with strategic, financial, and personal information.

  • Excellent oral and written communication skills.

  • Problem-solving skills and the ability to exercise appropriate judgement.

  • Microsoft 365 and other technology expertise.

  • Must be able to work independently on assignments, consistently meet deadlines, and effectively communicate outcomes, recommendations, and timelines to the Management team.

  • High level of organizational skills, detail-oriented nature, and strong multi-tasking

  • Flexible, adaptable, and responsive to changing requirements and deadlines.


Preferred Qualifications:

  • Bachelor's degree

  • HIM or Healthcare industry experience

  • 5+ years of experience with supporting executives - dealing with strategic, financial, and personal information.

Full-Time/Part-Time Full-Time  
About the Organization eCatalyst Healthcare Solutions is proud to be one of the nation's top HIM and Middle Revenue Cycle companies. Our expertise includes coding, auditing, clinical documentation improvement (CDI), master patient index, registry, revenue cycle, staffing, consulting, and more. eCatalyst is distinguished by our highly experienced and credentialed team and our unrelenting client focus.  

This position is currently not accepting applications.

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