Executive Office Administrator

Job Description:

The Executive Office Administrator provides administrative, event and operational support to vRad executives and leadership. This role ensures the seamless coordination of daily office operations, executive scheduling, internal events, travel logistics, and administrative CME program activities. The Office Administrator serves as a central hub for communication, planning, and execution across multiple functional areas and is essential to supporting the effectiveness of the organization's leadership and internal stakeholder groups.

Essential Duties and Responsibilities:

Executive/Leadership Support

• Administrative support for the executive team, including but not limited to:
  • Calendar maintenance
  • Scheduling meeting with internal and external stakeholders
  • Manage travel logistics, including flights, lodging, transportation, and itineraries as needed
  • Coordinate meeting activities, ensuring all needed resources are prepared, including catering services
• Provide back-up coverage for mailroom operations and phones as needed
• Manage IT on call list and submit payments
• Assist with special projects and cross-department initiatives
• Provide back-up support to other Executives, as needed

Internal Event Coordination

This position will serve as a primary coordinator for internal and external events, meetings, and gatherings across the practice. Responsibilities include:

• Support, coordinate, and execute internal event logistics including:
  • Leadership offsites
  • Departmental meetings such as SpringFest, Tech Week, GTM Kickoff
  • All-practice meetings
  • Onsite training events
  • Special programs and recognition events
  • Trade-show events

• Set up event locations (hotels or office conference rooms), including contracts
• Coordinate room blocks and travel logistics for attendees
• Coordinate meals, including set-up and cleaning for meetings as needed
• Support event communication including agendas, attendee lists, reminders, and follow-up

Continuing Medical Education Support

This position will play a key operational role within vRad's CME program, supporting CME activity and accreditation compliance.

• Respond to CME account inquiries including password resets and system navigation questions
• Manage the event certificates and credit processing by managing event surveys, send follow-up emails, and process and distribute CME certificates
• Support the development of education plans and accreditation documentation.
• Assist with accreditor communication, disclosure management, mitigation tracking, compliance reporting, and credit-related invoices/payments.
• Coordination of CME speakers, including outreach and onboarding of speaker agreements

Qualifications/Education:

• High school diploma/two or four-year degree preferred
• 8+ years administrative experience
• 6+ years C-Level Executive support
• Experience in event support and travel coordination
• Discretion as to proprietary and confidential information
• Capable of working in a fast paced, rapidly changing environment and has the ability to multitask on a regular basis
• Must be extremely detail-oriented with strong organizational skills
• Ability to work independently with general direction
• Must possess advanced Microsoft Office knowledge and skill sets
• Must have superior communication skills, verbal and written
• Ability to "think ahead" and to anticipate needs, problem-solve and operate proactively

Job Classification:

Sedentary- Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently. A sedentary job involves sitting most of the time.

Pay Transparency:

$80,000 - $92,000

About vRad

vRad (Virtual Radiologic) is a national teleradiology practice made up of 500+ radiologists who help expand access to lifesaving care for millions of patients each year. We're also a leader in radiologist workflow technology, supporting hospitals and groups across the country with innovative imaging solutions.

Behind it all is a team that thrives in a casually professional, fast-paced, and collaborative environment. We take pride in what we do and in how we support each other, recognizing the extra effort it takes to deliver excellence every day.

At vRad, your work truly makes a difference. As a Top Workplace Award winner, we're known for our mission-driven culture, passion for innovation, and the energy our team brings to everything we do.

vRad is an equal opportunity employer and welcomes all qualified applicants. vRad is committed to being an inclusive, safe and welcoming environment where everyone has equal access and equitable resources to reach their full potential. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion or other legally protected status.

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