Administrative Assistant

3 weeks ago


Little Rock, United States OrthoArkansas Full time
Job DescriptionJob Description

GENERAL DESCRIPTION OF POSITION

The Administrative Assistant serves as a pivotal support system for the CEO and Senior Leadership Team, ensuring seamless operations and the achievement of our clinic’s objectives. This role demands a highly organized, proactive, and discreet professional adept at managing a wide range of administrative tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Serve as the primary liaison between the CEO, Senior Leadership, staff, and visitors, managing communications and schedules with diplomacy and efficiency.
  • Undertake errand tasks for the senior leadership team, including handling sensitive documents, arranging catering, and managing logistics for various tasks and/or events.
  • Board Meeting / Shareholder Meeting preparation; including taking and distributing minutes. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
  • Prepare reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc. and maintain an organized filing system of paper and electronic documents.
  • Prepare and keep records for the following: Arkansas State Medical Board, Arkansas Department of Health, Patient Termination Letters, Call Schedule for Physicians, Vital Records, etc.
  • Manage and coordinate Continuing Medical Education (CME) for our physician team, ensuring compliance with professional standards and ongoing learning.
  • Ensure lab coats are ordered and monogrammed for all Physicians, PA’s, and APRN’s.
  • Plan, organize, and execute clinic events and meetings, from internal team-building activities to external professional seminars, ensuring they reflect our clinic’s commitment to excellence.
  • Assume responsibility for maintenance of office equipment, including copy machines and fax machines. Maintain office and kitchen supplies for the entire clinic.
  • Open and distribute mail to the Administration office.
  • Other duties as assigned.

QUALIFICATIONS

  • Must demonstrate and show kindness in all interactions and ensure people leave interactions with you happier.
  • Proven experience as an Administrative Assistant, preferably in a healthcare setting, with a track record of supporting senior-level executives.
  • Exceptional proficiency in Microsoft Office Suite and other productivity tools, with a willingness to learn new technologies.
  • Excellent organizational, time management, and multitasking skills, with a proven ability to meet tight deadlines.
  • Strong interpersonal skills, with the ability to communicate effectively across all levels of the organization.
  • Discretion and confidentiality are paramount, with a history of handling sensitive information.


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