Executive Assistant

About Us:
Ventra is a leading business solutions provider for facility-based physicians practicing anesthesia, emergency medicine, hospital medicine, pathology, and radiology. Focused on Revenue Cycle Management, Ventra partners with private practices, hospitals, health systems, and ambulatory surgery centers to deliver transparent and data-driven solutions that solve the most complex revenue and reimbursement issues, enabling clinicians to focus on providing outstanding care to their patients and communities.

Job Summary:
Essential Functions and Tasks:

- Manage and keep leaders’ calendars up to date.
- Understand the urgency and importance of all meeting requests that come in to determine scheduling priorities.
- Proactively communicate with the leader if any meetings are moved or changed.
- Retain a deep understanding of leader’s calendar preferences in order to act as independently as possible when scheduling/rescheduling.
- Communicate with clients on behalf of leaders to plan both in person and virtual meetings.
- Ensure clients receive prompt assistance and communication regarding these meetings.
- Arrange travel logistics both nationally and internationally.
- Research and book travel according to company policies.
- Compose detailed itineraries and post details to the leader’s calendar.
- Reschedule or troubleshoot travel and logistics in real time; maintain tracking of meeting and itinerary changes and communicate proactively.
- Maintain a clear understanding of leader’s travel preferences and make plans that align to those preferences while keeping in mind company policies and the company’s best financial interest
- Act as office manager by keeping supplies fully stocked, working with IT to report any equipment/technical issues, and maintain a relationship with building management.
- Take weekly inventory of all office and break room supplies, order as needed, and manage restocking.
- Perform assessments to ensure the most cost-effective options are being chosen when ordering supplies.
- Actively maintain knowledge of conference room equipment in order to prep and assist with meeting set up.
- Submit IT tickets for broken equipment, technical issues, or new desk set ups.
- Act as the point of contact for any building related topics.
- Maintain and file all new and terminated colleague paperwork for building access
- Manage payment and submit expense reporting for company related costs incurred by leader.
- Track and maintain records in order to reconcile monthly credit card statements to ensure all costs have been reimbursed to the leader.
- Ensure reports are submitted into ExponentHR according to bi-weekly deadlines.
- Support People and Client Success initiatives through assisting with special projects
- e.g. Act as the administrative project manager throughout the People Team’s transformation project by assisting with meeting scheduling, note taking, plan building and communicating with stakeholders.
- Coordinate and plan all logistics for large leadership team meetings of 50+ colleagues.
- Research host locations and negotiate reasonable prices to stay within a defined budget.
- Advise leader(s) on best and most reasonable location options to allow for timely decision making.
- Maintain frequent and polished communication with host location to ensure a successful event.
- Inform attendees of details regarding travel, meeting agendas, hotel accommodation, and more, in a timely manner.
- Remain vigilant of any changing details coming from hosting executive, hosting location, or any attendees.
- Arrive early and remain on-site for the entirety of the meeting to ensure all details are handled properly.
- Coordinate and plan all logistics for small, on-site team meetings.
- Communicate logistics and agenda with all attendees.
- Prep and tidy all conference rooms and hoteling offices/stations.
- Set up necessary equipment in conference rooms.
- Order and distribute lunch orders as necessary.
- Assist leader with any other essential day-to-day tasks to help leader perform their job.
- Attend meetings and take notes; disseminate notes to appropriate team members; add action items to the appropriate task management system and follow-up on action items.
- Prepare detailed agendas and presentations for key meetings.

Education and Experience Requirements:

- Bachelor's Degree or equivalent work experience.
- At least two (2) years of experience as an Executive Assistant supporting senior level executives.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint), MacOS, Keynote, and G-Suite.
- Experience with Expense Systems, Zoom/Teams, AV Systems, Apple iOS systems.

Knowledge, Skills, and Abilities:

- Professional presence and excellent interpersonal skills; strong phone etiquette; strong writing skills.
- A track record of care and discretion; the ability to keep information completely confidential.
- The flexibility to work early mornings and evenings occasionally, as needed.
- Excellent, erro