Department- Administrative

Reports To: CEO & Owner

Job Description:

Company Overview

Ward MD and Form Derm Spas is an aesthetics company, but much more! Led by Dr. P. Daniel Ward, MD, a facial plastic surgeon, educator, innovator, and entrepreneur who lectures and teaches other surgeons around the world, our mission is to “Improve Lives by Inspiring Confidence.” This motto guides how we treat our clients, but also how we treat each other as fellow team members. Our goal is for our clients and patients to grow and develop to be the best possible version of themselves.

We are searching for a personal assistant for Dr. Ward to replace his previous assistant who was promoted to a new position in our organization. We are looking for an amazing full-time executive assistant to join our team of “A+ Players” to support Dr. Ward. If you are a highly organized, administrative professional, please read on to learn more.

Position Overview:

This is a full-time role with typical hours ranging from 9 AM to 5 PM Monday through Friday with an expectation of availability after hours and on the weekends, as needed. The mission is to stay 5-10 steps ahead of Dr. Ward, tracking all administrative details and clearing the path for him to make his greatest contribution to our mission. The assistant will be a key asset to Dr. Ward by anticipating needs at an exceptionally high level, allowing him to develop vision and strategy for all aspects of our businesses.

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on 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 business.

Our Personal Assistant is a highly skilled administrative professional who provides a wide range of support services to our C-Suite Team. You will manage mostly business-related tasks for the team such as creating reports, answering phones, screening visitors, making travel arrangements, filing, and organizing documents, recording meeting minutes, and performing basic assistant tasks. You will also help with training and helping other support staff.

Responsibilities

The Executive Assistant (EA) will have the following primary responsibilities:

• Meeting management including preparing agendas, preparing reports, taking notes, distributing action items, and arranging meetings
• Communicating on Dr. Ward’s behalf both internally and externally
• Email management on behalf of Dr. Ward
• Running errands and attending in person meetings multiple times per week
• Complex calendar management and scheduling (both personally and professionally)
• Varying personal and professional administrative tasks including, but not limited to booking appointments, research projects, coordinating travel, and ordering gifts/flowers, etc.
• Project management

PROFICIENCIES

Quality Communication: The EA 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 video calls, Microsoft messages, text messages and/or emails.

High Level of Discretion: Since our EA will regularly work with confidential information, discretion and sensitivity regarding financial information is a must. Team Player: In addition to working directly with Dr. Ward, the EA will also work with members of the Management Team and several other high-level EA’s from other departments. The EA will 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.

Anticipating Needs: As a part of our commitment to enabling Dr. Ward to serve our company and customers at the top of the game, our EA 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 your leader, clearing the path for him to make his greatest contribution.

Affinity for Technology: Our executive assistant will be a technologically savvy Mac user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Expensify, Microsoft Teams, Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft To Do.

REQUIREMENTS:

Education: Bachelor’s degree, preferred.

Experience: 2-5 years supporting c-suite executive(s).

Physical: Ability to bend, reach, and lift boxes and office supplies up to 30 lbs.

Job Type: Full Time, Salaried (with killer benefits)

APPLICATION INSTRUCTIONS:

To apply, please submit the following via email to cfoster @ wardmd.com:

• Cover letter
• PDF of your resume
• Tell us how you heard about this position
• DISC profile (optional)
• StrengthsFinder Top–5 Strengths Report (optional)
• Kolbe A Index Assessment (optional)

This job description should not be considered all-inclusive. It is merely a guide of expected duties. The employee understands that the job description is neither complete, nor permanent and may be modified at any time. At the request of their supervisor, an employee may be asked to perform additional duties or take on additional responsibilities without notice.

We are an equal opportunity employer and 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.

Job Type: Full-time

Salary: $17.00 - $25.00 per hour

Job Type: Full-time

Pay: $17.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Salt Lake City, UT 84121: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office Suite: 3 years (Required)

Work Location: One location

Please Note :
www.bankofmontserrat.ms is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, www.bankofmontserrat.ms provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.