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Executive Administrative Assistant
3 months ago
Highly productive physicians require an equally high-energy assistant to support the day to day personal and professional administrative functions. This support promotes the physician’s ability to meet the demands of the clinical and research functions. This role will report to the Practice Administrator.
PRIMARY RESPONSIBILITIES of the Executive Administrative Assistant
Support for the Medical Director
o Provide high-level administrative support to the Medical Director, including managing calendars, scheduling appointments, and organizing meetings.
- Manage and coordinate travel, interviews, and other meetings as needed.
- Schedule and support clinical and administrative meetings with other physicians, staff, vendors (reps), and business partners.
- Monitor physician personal and professional email, fast-tracking urgent or sensitive requests.
Act as a personal assistant for errands, calls, appointments, and to be available by text as needed.
o Manage physician receipts and monthly expense reporting.
- Assist with coordinating purchases as needed for the physician and practice. Submit expenses to via appropriate channels including but not limited to bill.com, expensify, and various hospital entities.
- Submit time sheets and expense reports for research, on-call coverage, and other billing as needed.
o Deposition/Legal Requests
- Manage requests from external entities for physician appearance.
- Periodically review administrative fee schedule with the medical director.
o Organize documentation for medical reviews, clinical research presentations, and lectures.
Support for Business Operations
o Coordinate interviews for open positions.
- Work closely with the Recruiter to schedule qualified candidates and manage applicants via Hirebridge.
- Schedule calendar invites for interviews, shadowing interviews, and start dates. Coordinate with front desk staff to alert appropriate staff of candidate’s arrival and/or location for interview.
- Assist with onboarding and obtaining badges/parking for the Halsted practice location.
o Purchase office supplies for the practice (mainly the Halsted location).
- Communicate supply needs for larger expenses and/or irregular expenses with the Practice Administrator and maintain inventory storage.
- Review monthly order with Practice Manager before submitting purchase order.
- Submit inventory sheets, provided by the Inventory Medical Assistant, to billing and file appropriately.
o Maintain the updated call schedule. Circulate and post the call schedule for all physicians; send to relevant hospitals, internal staff, and physicians.
o Respond to patient and external requests for release of medical records and physical copies of imaging (CD’s).
o Open and distribute office mail and scans invoices to accounting.
o Review end-of-day sheets from the front office staff on a weekly basis. Deposit collected patient payments at least twice monthly before the close of the month and communicate with the accounting department.
Compliance and Confidentiality
o Handle sensitive information with the utmost confidentiality and discretion.
o Maintain files for licensure and accreditation for the physicians, practice, and clinical equipment.
o Ensure compliance with all relevant regulations, including HIPAA, when handling patient information or practice data.
o Other selected administrative duties as directed by physician or management.
REQUIRED QUALIFICATIONS of the Executive Administrative Assistant
- High school diploma or equivalent.
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Proven experience in an executive assistant or personal assistant.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent interpersonal and communication skills.
- Ability to work independently and collaboratively within a team environment.
- Flexibility to adapt to changing priorities and work schedules.
PREFERRED QUALIFICATIONS of the Executive Administrative Assistant
- Associate or bachelor's degree.
- Bilingual candidates.
- Understanding of HIPAA regulations and ability to maintain patient confidentiality.
SUPERVISORY RESPONSIBILITY of the Executive Administrative Assistant
This position has no supervisory responsibility.
CERTIFICATES, LICENSES, REGISTRATIONS of the Executive Administrative Assistant
All employees are required to provide proof of vaccination or exemption.
WAGE of the Executive Administrative Assistant
Starting at $23.00 per hour, based on experience.
ENT is a drug-free environment and an Equal Opportunity Employer. We offer competitive salaries and benefits, including medical/dental, life and disability coverage, generous vision benefits, a 401 (k) plan with a match, vacation time, and weekends and major holidays off.
