Executive Administrative Assistant

WE'RE HIRING! EXECUTIVE ADMINISTRATIVE ASSISTANT Support Leadership. Stay Organized. Make an Impact. ✨ NO WEEKENDS. GREAT BENEFITS. EXCITING OPPORTUNITY TO WORK WITH EXECUTIVE LEADERSHIP. Are you highly organized, detail-oriented, and someone who loves keeping things running smoothly? Do you enjoy managing schedules, coordinating projects, solving problems, and being the person others can count on to get things done?

Are you looking for an opportunity to work closely with executive leadership, take on a variety of responsibilities, and play an important role in the success of a growing healthcare organization? We want to meet you! The Group Obstetrics & Gynecology Specialists, P.C. in Davenport, Iowa, is looking for a motivated, dependable, and highly organized Executive Administrative Assistant to provide direct support to our Executive Director and help keep our administrative operations running efficiently.

As a trusted, physician-owned medical practice serving the Quad Cities for nearly 50 years, The Group is committed to providing exceptional patient care while maintaining a supportive, collaborative, and professional work environment. We're looking for someone who takes initiative, communicates well, pays attention to the details, and enjoys staying one step ahead.

The ideal candidate is someone who can manage multiple priorities, maintain confidentiality, and follow through on projects while working closely with leadership, physicians, employees, and outside business partners. WHY YOU'LL LOVE WORKING AT THE GROUP We believe taking care of our employees is just as important as taking care of our patients!

Health, Dental & Vision Insurance Paid Time Off (PTO) 401(k) with a 100% Employer Match on Contributions Up to 5% Continuing Education & Professional Development Opportunities Supportive Leadership & a Collaborative Team Environment An Opportunity to Work Directly with Executive Leadership A Variety of Responsibilities & Opportunities to Grow Professionally Be Part of an Established, Physician-Owned Medical Practice THE OPPORTUNITY This isn't just another administrative position.

We're looking for someone who enjoys being involved, staying organized, and making a difference behind the scenes. As our Executive Administrative Assistant, you'll work directly with our Executive Director to coordinate schedules, meetings, communications, business projects, and day-to-day administrative responsibilities.

You'll also assist with special projects, vendor coordination, facilities-related matters, and important organizational initiatives that help support the continued success of The Group. This is an excellent opportunity for someone who enjoys variety in their work, thrives in a fast-paced environment, and takes pride in helping leadership and the organization succeed.

WHAT YOU'LL DO

✅ Provide direct executive support by managing calendars, scheduling meetings, organizing correspondence, and helping the Executive Director stay on top of important deadlines and priorities. ✅ Coordinate meetings and events involving physician owners, executive leadership, department leaders, vendors, and outside business partners.

✅ Prepare and organize important documents, including meeting agendas, minutes, reports, presentations, spreadsheets, and executive correspondence. ✅ Keep projects moving forward by tracking deadlines, following up on action items, and helping coordinate business initiatives and special projects. ✅ Serve as a key point of communication between the Executive Director, physicians, department leaders, employees, and external partners.

✅ Assist with business and operational reporting by collecting, organizing, and preparing information for executive review. ✅ Support office and facilities coordination by scheduling maintenance, communicating with vendors, tracking service requests, and organizing proposals for leadership review. ✅ Help coordinate special events and organizational activities, including physician meetings, practice events, fundraising activities, and other projects.

✅ Maintain organized and confidential records, including executive documents, meeting materials, vendor agreements, and business information. ✅ Stay organized and proactive by anticipating administrative needs, managing competing priorities, and ensuring important tasks receive timely follow-up. ✅ Bring a positive, professional, and solutions-focused approach to supporting leadership and helping the organization operate efficiently.

WHO WE'RE LOOKING FOR We're looking for someone who combines excellent organizational skills, strong communication, professionalism, and a genuine desire to support others and help the organization succeed. Our ideal candidate brings: 2+ years of experience in executive assistance, administrative support, office coordination, or a related role preferred.

Strong organizational skills with the ability to manage multiple projects, schedules, and deadlines. Excellent written and verbal communication skills. Proficiency with Microsoft Outlook, Word, Excel, Teams, and other office technology. Experience coordinating meetings, preparing documents, maintaining records, and tracking projects.

Strong attention to detail and the ability to follow through on responsibilities independently. A high level of professionalism, discretion, and the ability to handle confidential information. Excellent time-management, problem-solving, and interpersonal skills. A proactive, dependable, and adaptable approach to work.

The ability to work collaboratively with physicians, leadership, employees, and outside business partners. A positive attitude, strong work ethic, and willingness to take initiative and learn new things. Experience in a healthcare setting or private medical practice is a plus, but not required! An associate degree in Business Administration, Healthcare Administration, or a related field is preferred, but relevant experience, strong organizational skills, and a proven ability to get things done matter!

READY TO TAKE THE NEXT STEP IN YOUR CAREER? If you're someone who loves staying organized, enjoys supporting leadership, and wants to be part of a team where your work truly makes a difference, we'd love to hear from you! We're looking for someone who is ready to bring energy, professionalism, initiative, and a strong attention to detail to our administrative team.

Join The Group Obstetrics & Gynecology Specialists, P.C. and help support the people, projects, and initiatives that keep our organization moving forward! The Group Obstetrics & Gynecology Specialists, P.C. Davenport, Iowa APPLY TODAY! FULL JOB DESCRIPTION BELOW: Title: Executive Administrative Assistant Department: Admin Reports To: Executive Director FLSA Status: Non-Exempt Summary The Executive Administrative Assistant provides dedicated administrative and organizational support to the Executive Director.

This position coordinates executive scheduling, meetings, communications, reports, records, and follow-up on business and strategic initiatives. The role also assists with property and facilities administration, including vendor scheduling, documentation, and maintenance tracking. By managing routine coordination and ensuring timely follow-through, this position allows the Executive Director to focus on financial leadership, physician relations, organizational performance, and long-term planning.

Essential Duties

Essential job duties for this position include the following items. Other duties may be assigned as required. Provide direct administrative support to the Executive Director, including calendar management, scheduling, correspondence, and prioritization of meetings and deadlines. Coordinate physician owner, Executive Committee, leadership, and external stakeholder meetings; prepare agendas, materials, meeting rooms, and logistical arrangements.

Attend designated meetings, record accurate minutes and decisions, distribute approved summaries, and maintain action-item and follow-up trackers. Prepare, format, organize, and maintain executive reports, presentations, spreadsheets, correspondence, and business records using information approved by the Executive Director.

Collect and organize routine financial, operational, and provider-performance materials for executive review without independently interpreting or approving financial decisions. Track deadlines, project milestones, requests, and deliverables related to strategic initiatives, vendor matters, ancillary services, and business development.

Coordinate communication and scheduling between the Executive Director, physician owners, department leaders, external partners, and vendors. Assist with administrative logistics for physician meetings, practice events, fundraising activities, and special projects as directed. Maintain orderly and confidential electronic and physical files, including executive meeting records, vendor documents, agreements, and project materials.

Assist with preparation and tracking of information requested for audits, contract reviews, budgets, and business planning, under executive direction. Coordinate property and facilities service requests, inspections, preventive maintenance appointments, and vendor access across practice locations. Maintain facilities trackers for work orders, service dates, contracts, warranties, inspection records, and outstanding repairs; escalate urgent or safety-related issues promptly.

Obtain quotes and organize proposals for maintenance, equipment, renovations, or facility improvements for review and approval by the Executive Director. Follow up with facilities, cleaning, landscaping, IT, and other service vendors to confirm scheduling, completion, and documentation of approved work. Assist with logistics for office moves, equipment installations, space changes, and other property projects as assigned.

Maintain confidentiality of physician, patient, employee, financial, contractual, and business information; uphold company policies and procedures. Role Boundaries This position provides administrative coordination and follow-through, not independent executive, financial, human resources, or facilities management authority.

The Executive Director retains responsibility for budgets, contracts, vendor selection, expenditures, strategic decisions, and property oversight. Clinical operations, employee relations, compensation, and HR compliance remain with the designated responsible leaders. Purchases, commitments, and external communications requiring authorization must receive appropriate approval.

Qualifications

Associate degree in Business Administration, Healthcare Administration, or related field preferred; equivalent administrative experience considered. Two or more years of executive, administrative, or office coordination experience preferred; healthcare or private-practice experience beneficial. Proficiency with Microsoft Outlook, Word, Excel, Teams, and shared document systems.

Strong written and verbal communication, organization, discretion, and time-management skills. Ability to handle competing deadlines, maintain accurate records, and follow through independently within assigned authority. Key Competencies Confidentiality, sound judgment, and professionalism Executive calendar and meeting coordination Attention to detail and accurate documentation Proactive follow-through and project tracking Vendor communication and facilities coordination Adaptability and service-oriented communication Language, Mathematical & Reasoning Skills Ability to prepare professional correspondence and meeting documentation; interpret routine business information; maintain basic spreadsheets and tracking records; perform arithmetic and percentage calculations; identify missing information, prioritize requests, and elevate matters requiring management decisions.

Certificates, Licenses, Registrations Valid driver’s license and acceptable driving record preferred if travel between practice locations is required. Physical Demands & Work Environment Primarily office-based work involving extended computer use, sitting, speaking, and hearing, with periodic standing, walking, reaching, and occasional travel between practice sites.

Ability to lift up to 25 pounds occasionally. Work is performed in administrative and clinical healthcare settings with typical office noise and potential exposure to conditions common to medical practices.