Executive Assistant

1 month ago

Rochester, United States Vito C Quatela MD PLLC Full time
Job DescriptionJob Description

Job Summary: The Executive Assistant will provide high-level daily organizational and administrative support.

Primary Responsibilities:

  • Provides high-level administrative professional assistance to the physicians and practice administrator.
  • Performs clerical and administrative tasks including drafting letters, memos, reports, PowerPoint presentations, and other documents.
  • Updates and maintains physicians CV, required certifications and CME credits.
  • Receives incoming communication or memos on behalf of the physicians and practice administrator, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
  • Performs clerical and administrative tasks including documenting of professional finances, reconciliation of professional finances, and reimbursement forms.
  • Obtains signatures of vital documents and payments on a timely basis.
  • Arranges travel and accommodations for national and international travel conferences and medical mission trips. The ability to create a detailed itinerary is essential.
  • Schedules meetings. Manages daily scheduling and digital calendar(s).
  • Tracks and reports on professional projects.
  • Performs office tasks, including maintaining records, ordering supplies, and performing basic bookkeeping.
  • Assist with planning, organizing, and coordinating special events for the business.
  • Organizes and maintains physicians’ records, including scanning documents into file system.
  • Metric reporting as assigned.
  • Building and maintaining positive relationships with internal and external stakeholders representing the physicians, practice administrator and organization in a professional manner.
  • Performs other related duties as assigned.

Education:

  • High school diploma required, bachelor’s degree in business administration or related field preferred.

Experience:

  • Minimum of four years related experience in an administrative assistant role supporting executive leaders.

Required Skills/Abilities:

  • Excellent customer service skills.
  • Excellent verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Excellent prioritizing skills.
  • Excellent collaboration skills.
  • Ability to maintain discretion and confidentiality.
  • Ability to take direction and follow through on assignments and responsibilities.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to function well in a high-paced and at times stressful environment.
  • Ability to multitask.
  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Extremely proficient with Microsoft Office Suite with the ability to learn new or updated software.
  • Commitment to continuous learning and improvement.

Working Conditions/Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

Job Hazards:

  • Ergonomics (strain, sprain) – overexertion or repetitive use.
  • Fall (slip, trip) – falls from height or traditional working surfaces (slippery floors), electrical cords or computer cords. congestion of computer cords.
  • Lighting problems – headaches, migraines.

Travel Requirement:

A reliable personal vehicle is required and will occasionally be used to conduct business errands.


*This job description is intended to describe essential job functions used to assess the performance of an employee and is not intended to be an all-inclusive statement of job responsibilities.


Schedule:

  • Monday to Friday 8:30 AM to 5:00 PM

Work Location: In person, Rochester NY 14607

It is the policy of Vito Quatela, MD, PLLC to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.

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