Executive Assistant

Executive Assistant

The Executive Assistant provides key oversight and support over various programs and functions within PTCOA and is centrally involved with assisting the Owner, operating with a high level of discretion, professionalism, and initiative. This role is designed for a career-focused, ambitious, and motivated individual who is seeking long-term growth within the organization. This person is responsible for taking minutes in meetings, following through on outstanding tasks, creating reports for decision making purposes, and assisting Owner with administrative tasks. The ideal candidate is experienced, highly driven, and capable of managing complex responsibilities.

The Executive Assistant's performance is evaluated by the Owner. PTCOA/ISI reserves the right to change this job description at any time according to business needs and/or assign tasks that it may deem appropriate. This document does not represent a contract of employment, and employment with PTCOA/ISI may be terminated by the employee or employer at any time, for any reason.

Essential Functions

1. Participate in all PTCOA meetings with the Owner, including board meetings and strategic planning sessions, taking detailed minutes and documenting action items.
2. Ensures consistent and timely follow-up on all outstanding tasks, projects, and initiatives with a high level of accountability.
3. Acts as a liaison between Owner and executive leadership, facilitating communication and execution of priorities.
4. Assists in brainstorming sessions and strategic discussions, contributing ideas and organizational insight.
5. Gathers, analyzes, and presents data to create meaningful reports to support executive decision-making.
6. Coordinates, drafts, and responds to communication on behalf of the Owner in a professional and timely manner.
7. Works closely with top-level executives and stakeholders on behalf of the Owner.
8. Utilizes a wide variety of written materials (e.g. forms, procedures, brochures, pamphlets, etc.) for the purpose of documenting activities, providing written references, and/or conveying information.
9. Maintains absolute discretion and confidentiality in all matters.
10. Performs other related duties as assigned.

Core Competencies

• Excellent verbal and written communication skills
• Strong follow-up and follow-through skills; ability to drive tasks to completion
• Exceptional organizational and project management skills
• Strategic thinking and problem-solving abilities
• High level of professionalism, discretion, and sound judgment
• High level of attention to detail
• Advanced proficiency in Microsoft Office suite and comfortable with emerging AI tools
• Financial acumen, including exposure to cash management and/or reporting
• Ability to operate effectively in high-level, fast-paced environments.
• Strong interpersonal and executive presence
• Ability to facilitate and contribute to meetings and discussions
• Strong typing skills

Required Education, Experience, and/or Certifications

• Bachelor's degree, preferred but not required
• Experience in medical or related field preferred
• Executive-level administrative experience strongly preferred
• Exposure to financial processes, reporting, or business operations preferred
• Demonstrated history of being career-driven, motivated, and growth-oriented

Working Environment and Physical Demands

This is a full-time position. Days and hours of work vary but it is a Monday through Friday position. Occasional overtime may be required. Travel between Little Rock and Batesville locations required, other travel may be required. The position operates in a professional office environment and the incumbent, in the course of performing this position, spends time writing, typing, speaking, listening, driving, seeing (such as close, color and peripheral vision, depth perception and adjusted focus), standing, sitting, walking, and reaching. The incumbent operates all standard office equipment, motor vehicles, and mobile phones. The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.