JOB SUMMARY
The Executive Assistant (EA) provides high-level administrative support and serves as a strategic extension of the executive’s office. This role requires exceptional organizational, communication, and interpersonal skills, along with the ability to manage multiple responsibilities in a fast-paced environment. The EA ensures seamless coordination of the executives' schedule, communications, and visibility—both internally and externally—while embodying professionalism, discretion, and efficiency.
JOB DUTIES AND RESPONSIBILITIES
1. Calendar Management & Meeting Coordination
- Maintain and optimize the executive’s calendar, ensuring all meetings, calls, and commitments are efficiently scheduled.
- Liaise with internal departments, board members, doctors, clinic heads, and external partners to coordinate meetings.
- Prepare meeting agendas, gather relevant materials, and take minutes or action notes.
- Track and follow up on commitments or deliverables arising from meetings.
- Maintain a rolling task list for the Executive and ensure accountability by tracking the status of key deliverables from leadership and support teams.
- Coordinate with relevant departments to follow up on timelines and responsibilities.
- Use project and task management tools (e.g. Monday.com, Trello, Google Workspace) to monitor progress and flag issues early.
- Arrange flights, hotels, car services, and restaurant bookings based on preferences and itinerary needs.
- Manage domestic and international travel including visa support and concierge-level planning.
- Set up logistics for face-to-face and virtual meetings, including Zoom, Microsoft Teams, and related tools.
- Prepare meeting kits, background information, and briefing notes.
- Organize, file, and maintain access to all EXECUTIVE-related documents (contracts, memos, project files, reports).
- Ensure systematic cloud-based filing using shared drives (Google Drive, OneDrive).
- Upload receipts, invoices, and reports for finance compliance and expense monitoring.
- Coordinate submission and reconciliation of EXECUTIVE Office expense reports with Finance.
- Draft, edit, and circulate internal communications such as memos, announcements, and updates from the executive.
- Support creation of internal content such as EXECUTIVE “coffee chats,” employee engagement messages, or town hall briefings.
- Assist in preparing social media content for the EXECUTIVE’s social media, LinkedIn or professional platforms (e.g. leadership posts, industry commentary) - as it relates to BMG Activities.
- Write or edit articles, blogs, or talking points for executive visibility in conferences, press releases, or media interviews.
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