Executive Assistant at Orthopaedic & Spine Center of the Rockies

Fort Collins, Colorado, United States -

Full Time

Start Date

Immediate

Expiry Date

01 Sep, 26

Salary

96000.0

Posted On

03 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Executive Correspondence, Meeting Coordination, Microsoft 365, Confidentiality, Time Management, Project Tracking, Travel Coordination, Expense Processing, Document Management, Professional Communication, Operational Support, Strategic Planning, Business Acumen, HIPAA Compliance, Notary Services

Industry

Hospitals and Health Care

Description

Description Are you passionate about serving patients in an inspiring work environment alongside talented people? Get moving with OCR! With over 50 years in business, we are the premier provider of orthopedic care in Colorado, Wyoming, and Nebraska. Our organization continues to grow and we are looking for individuals who share our mission. The Executive Assistant provides high-level administrative and operational support to the Chief Financial Officer and Chief Operating Officer. This role requires exceptional organizational, communication, and time management skills, along with the ability to exercise sound judgement, maintain confidentiality, and proactively anticipate executive needs in a fast-paced healthcare environment. The Executive Assistant serves as a trusted partner to executive leadership by supporting strategic priorities, coordinating operational activities, and ensuring executives are prepared, informed, and positioned for effective decision-making. The Executive Assistant demonstrates initiative, professionalism, adaptability, and a proactive mindset while managing multiple priorities with efficiency and accuracy. Requirements Essential Duties and Responsibilities Key Results Area #1: Communication Management Draft, edit, proofread, and manage executive correspondence, reports, presentations, agendas, and other communications. Serve as a liaison between executives and internal team members to support communication, follow-through, and project progress. Analyze, summarize, and organize information for executive review and decision-making. Maintain confidentiality and professionalism when handling sensitive information. Proactively anticipate communication needs and ensure executives are prepared with relevant materials and information. Key Results Area #2: Complex Calendar Management Manage complex executive calendars, scheduling priorities, travel arrangements, and meeting logistics while balancing competing demands. Conduct regular calendar reviews with executives to ensure meetings are appropriately prioritized and supported. Proactively identify and resolve scheduling conflicts while anticipating future scheduling needs. Ensure executives are prepared for meetings with agendas, materials, and follow-up items. Maintain a proactive, forward-thinking approach to time management and executive scheduling. Key Results Area #3: Document and Information Management Draft and organize reports, presentations, meeting materials and executive documentation. Maintain organized digital and physical filing systems for efficient retrieval and document management. Create templates, reference materials and supporting documents for reccuring operational and executive needs. Anticipate documentation needs and proactively prepare materials in advance of meetings and projects. Key Results Area #4: Meeting Management Coordinate and support executive, leadership, board and council meetings, including; scheduling, logistics, agendas, meeting materials and follow-up activities. Attend meetings as needed to document minutes, approvals, action items, and decisions while ensuring timely follow-through. Track action items, deadlines, and responsibilities to support accountability and operational execution. Key Results Area #5: Office and Event Support Coordinate onsite and offiste executive meetings, events, travel, catering, venue arrangments and technology support. Support office coordination activities including physician kitchen managemnent, onboarding support and visitor coordination. Assist with maintaining a professional, organized and service-oriented office environment. Proactively identify operational or logistical needs and address issues before they impact workflow or executive operations. Key Results Area #6: Special Projects and Operational Support Assist executives in tracking projects, initiatives, deadlines and operational priorities. Support cross-functional initiatives by coordinating meetings, resources and communication efforts. Maintain task lists and follow-up processes to support timely completion of organizational priorities. Exercise initiative and independent judgment to identify opportunities for improved workflow efficiency and operational support. Anticipate bottlenecks, follow-up proactively with stakeholders and help ensure projects remain on track. Support expense reimbursement processing, corporate credit card reconciliation, electronic signature coordination, travel arrangments and related administrative functions. Miscellaneous Items Cultivate relationships with leadership team members to enhance knowledge and collaboration. Scheduling and booking out of state work travel as needed. Obtaining electronic signatures as needed. Expense reimbursement and corpoate credit card processing. Notary services as needed. Education and Experience Bachelor’s degree preferred. In lieu of a Bachelor’s degree, equivalent combination of education and progressively responsible executive administrative experience may be considered. Minimum of five (5) years of executive administrative experience required. Seven (7) or more years supporting senior leadership or C-suite executives preferred. Experience supporting healthcare, operational, financial, or physician leadership environments strongly preferred. Advanced proficiency with Microsoft 365 applications required. Experience supporting Board, Council, or executive leadership meetings preferred. Certificates, Licenses and Registrations Notary Preferred Core Competencies Financial and Operational Knowledge - Demonstrates strong attention to detail and accuracy while supporting financial and operational activities. Utilizes business knowledge, operational awareness, and familiarity with financial terminology to provide informed administrative and executive support. Quality Communication - Demonstrates exceptional written and verbal communication skills, including strong spelling, grammar, punctuation, organization, and summarization abilities. Maintains professionalism, responsiveness, and accuracy across multiple communication channels including in-person meetings, email, phone, text, and virtual platforms. Team Player - Builds and maintains positive working relationships with executives, leadership teams, physicians, employees, and external stakeholders. Promotes collaboration, professionalism, teamwork, and a positive work environment while supporting organizational goals and executive priorities. Anticipating Needs - Operates with a proactive, forward-thinking mindset by anticipating executive needs, identifying potential issues before they arise, and taking initiative to support operational efficiency and executive effectiveness. Business Acumen - Demonstrates understanding of business operations, organizational priorities, and executive workflows. Applies sound judgment, operational awareness, and strategic thinking to support executive decision-making and organizational initiatives. Planning/Organizing - Effectively manages multiple priorities, schedules, deadlines, projects, and competing demands while maintaining strong attention to detail, organization, follow-through, and time management. Technology – Demonstrates strong proficiency with Microsoft 365 applications and related business systems. Utilizes technology and workflow tools to support organization, communication, efficiency, and operational effectiveness. Confidentiality - Exercises a high level of discretion and professionalism when handling sensitive, confidential, operational, employee, physician, financial, and board-related information. Adheres to organizational confidentiality and HIPAA requirements. Independence of Action Work progress is monitored by supervisor/manager; follows precedents and procedures and may set priorities and organizes work within general guidelines established by supervisor/manager. Travel Requirements Position requires acceptable motor vehicle driving history, valid and free from restrictions, and must have a valid driver’s license and appropriate vehicle insurance coverage. Ability to travel between all OCR locations. Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. (The phrases “occasionally”, “regularly”, and “frequently” correspond to the following definitions: “occasionally” means up to one-third of working time, “regularly” means between half and two-thirds of working time, and “frequently” means two-thirds and more of working time.) The work environment is a typical office environment. The employee must be able to complete their work satisfactorily in an environment where there are significant distractions, including staff, patients, and vendors walking through and conversing, telephones ringing, conversations carrying over, loud noises, and interruptions to answer questions from others. While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls up to 8 hours per day. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms, and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to 25 pounds and should do so in a sound and safe manner. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Benefits Medical, Dental, Vision coverage Life and AD&D Insurance Short Term and Long Term Disability Insurance Retirement savings and profit sharing plan participation Employee Assistance Program Continuing Medical Education (depending on position) Paid Time Off *Benefit eligibility is dependent on employment status, and a waiting period may apply. Orthopaedic & Spine Center of the Rockies (OCR) is an Equal Opportunity Employer and prohibits discrimination or harassment of any kind. OCR is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual experience and qualifications, without regard to a person's race, color, age, sex, gender identity, gender expression, marital status, sexual orientation, religion, creed, national origin, the presence of any physical or mental disability, or status as a disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran, or any other protected status. Applications will be accepted until the position is filled; to receive full consideration, please apply by June 18, 2026.

Responsibilities

Provides high-level administrative and operational support to the CFO and COO, including complex calendar and communication management. Acts as a trusted partner to executive leadership by coordinating board meetings, tracking strategic priorities, and managing office logistics.