Executive Assistant

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Job description

Flybridge Staffing is currently searching for an Executive Assistant/Market Development Coordinator/ for a client in the South Florida area. This is a full-time, salaried position with 2 days remote and amazing benefits.

Overview:

As a Market Development Coordinator, you will coordinate and execute travel and meeting logistics for physicians visiting the corporate office, as well as arrange similar meeting logistics in a virtual format for those physicians unable to travel. This role is also responsible for processing all recruitment honorariums, department purchase orders, and credit card reconciliation as well as initiating the onboarding process for all department new hires. Additionally, the Market Development Coordinator provides administrative support to Executive Director and Executive Vice President as needed.

Responsibilities:

Planning of Corporate Visits

• Provides team with scheduled and available corporate visit date calendars weekly.
• Makes direct contact with a prospective physician within one week of securing visit date and begins planning stages for either virtual or in-person corporate visit Physician visit planning includes but is not limited to:
• Secures air and ground transportation through booking software adhering to corporate policies related to travel expenses.
• Coordinates hotel bookings and catering through our preferred vendors.
• Gathers visit summaries from the field sales team, edits as necessary, and distributes timely to key presenters.
• Creates agenda for visit based on the availability of key presenters and sends Outlook calendar invites.
• Acts as a host for visiting physician at the office or virtually, responsibilities include but are not limited to:
• Introducing guests to presenters, ensuring presenters stay on time and physicians leave time for their return transportation.
• Sets up lunch for visiting physician, executive team, and making sure guests complete their photoshoot with the photographer.
• Manages agenda challenges, changes due to zoom connection delays, unexpected air and ground travel delays, and confirms backup presenters to help ensure success and a "wow" experience for visiting doctors and their spouses.
• Monitors entire day of visit making sure physician(s) and presenter(s) arrive at a conference room at their scheduled time, connect on zoom seamlessly, troubleshoots connection issues, and can engage in brief social conversation with physician(s).
• Maintains adequate inventory of corporate visit giveaways and supplies needed for the visit day.
• Compiles and sends post-visit summary to key departments and thank you correspondence and logo swag to physicians.
• Updates Salesforce field with key corporate visit details.
• Monitors hotel charges, ground transportation, and catering invoices, and submits to accounts payable physician expense reimbursements (if applicable).

Administrative duties

• Supports ED and EVP with calendar appointments, scheduling of conference calls, minutes, securing of conference rooms, and handling confidential correspondence.
• Manages credit card reconciliation and receipt gathering for up to 3 department credit cards. Records all department payables and purchase orders through expensing platform.
• Assists with travel details and agenda distribution for potential field sales candidates.
• Initiates communication for ordering equipment and supplies for confirmed department new hires.
• Responsible for all on-boarding preparation and distribution of field training documents, business cards, subscriptions for publications, communications for ordering of equipment/supplies.
• Coordinates employee off-boarding by collecting equipment, materials, and communicating to other key departments.
• Provides updates to the Salesforce database with changes to physician records, contact information, and other fields as needed.
• Provides weekly rotational and/or ad-hoc assistance to receptionist positions during their breaks.

Event Honorarium and Post Event Documentation

• Obtains post-event information from the Sales team (event questionnaires and venue expense receipts) and updates the Salesforce database with relevant information.
• Works with Finance to coordinate payment for all event honorarium checks for the department's field team across all regions using Salesforce, Microsoft Excel, and Word.
• Creates and sends customized letters to accompany honorarium checks for physicians and affiliates that have attended our recruitment events.
• Responsible for working with field team in obtaining completed W-9's from physicians as required.

Qualifications:

Required:

• Exceptional communication skills (written and verbal) as well as strong interpersonal skills and the ability to build relationships with all management levels.
• Must be able to work under pressure at times to handle a wide variety of activities.
• Handles confidential documents and matters with discretion.
• Ability to exercise good judgment in a variety of situations.
• Excellent organizational skills with attention to detail.
• Works effectively as part of a team and collaborates within all levels of management and staff.
• Ability to make recommendations for process improvement in all areas of work

****NO SPONSORSHIP AVAILABLE**** US Citizen, GC, EAD only, please. If your background aligns with the above details and you would like to learn more, please submit your resume to or on our website, and one of our recruiters will be in touch with you ASAP.