Executive Assistant
Current Clinic · Edina, MN
What you will be doing
- Plan and book domestic travel for the executive team and our electrophysiologists (EPs), building thoughtful itineraries that account for clinic schedules, procedure days, and tight turnarounds.
- Coordinate closely with our aviation department on flight schedules, crew and aircraft availability, passenger manifests, ground transportation, and accommodations, keeping every detail aligned before wheels up.
- Serve as the central point of contact for itinerary changes, delays, and last-minute requests, resolving them quickly and communicating updates to travelers so nothing falls through the cracks.
- Track travel expenses and reconcile receipts, partnering with finance to keep reporting accurate and on time.
- Manage day-to-day operations of the Edina office, including visitor and vendor greetings, mail and deliveries, and a welcoming, well-organized workspace.
- Coordinate on-site meetings, team gatherings, and events, handling room setup, catering, and logistics so leaders and guests can focus on the work.
- Provide calendar, inbox, and scheduling support to the CEO, anticipating conflicts and protecting time for the priorities that matter most.
- Handle personal assistance for the CEO, including personal errands, appointments, and household or family logistics, with the same discretion and care you bring to every part of the role.
- Maintain strict confidentiality around sensitive business, travel, and personal information.
- Support HR and the broader leadership team with special projects, document preparation, and onboarding logistics for new hires at the Edina office as needed.
What we’re looking for
- 3 to 5 years of experience as an executive assistant, office manager, or similar role supporting senior leaders.
- Demonstrated experience coordinating complex travel itineraries; experience with corporate aviation, charter, or private aircraft scheduling is a strong plus.
- Exceptional organizational skills and the ability to manage competing priorities, shifting schedules, and urgent requests without losing composure.
- Polished written and verbal communication skills, with the professionalism to interact with executives, physicians, vendors, and guests.
- A high level of discretion and sound judgment when handling confidential business and personal matters.
- Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and comfort with travel booking and expense tools.
- Flexibility to occasionally work outside standard hours or travel when needed to support the team and the CEO.
- A valid driver’s license and reliable transportation for errands.
- Healthcare experience is helpful but not required.