Executive Administrative Coordinator
1 week ago
Position Summary
The role of the Administrative Assistant is to deliver extensive administrative assistance to the Senior Leadership team at Catalyst Health Group. This position is crucial for managing corporate operations discreetly, organizing schedules, and preparing a variety of documents including reports and presentations under the guidance of the Regional Operator.
Key Responsibilities
- Provide confidential administrative support and office management for Senior Leaders, handling various clerical tasks.
- Oversee the Senior Leadership calendar, coordinating meetings, travel arrangements, and virtual conferences.
- Manage incoming calls by prioritizing and directing them appropriately, while also taking detailed messages and responding to general inquiries.
- Maintain shared calendars and organize recurring meetings led by Senior Leaders, ensuring accurate documentation of meeting minutes.
- Work collaboratively with the Recruiting team to facilitate timely engagement with Provider candidates.
- Proactively identify and resolve scheduling conflicts to enhance efficiency.
- Coordinate the onboarding and offboarding processes for Providers, working closely with HR Operations and Credentialing departments.
- Ensure timely processing of Accounts Payable related to Provider expenses and reimbursements.
- Monitor compliance with Prescriptive Authority documentation and escalate issues to leadership as necessary.
- Draft and prepare various correspondence, reports, and presentations as requested by Executive Leadership.
- Conduct accurate data entry for designated databases.
- Organize and maintain corporate documents, agreements, and contracts.
- Facilitate requests for files from other departments and ensure timely processing of external requests.
- Manage the processing of recurring corporate invoices and provide monthly account reconciliations.
- Coordinate the approval workflow for regional expenses.
- Act as a co-administrator for shared files utilizing SharePoint and OneDrive.
- Provide ongoing support to Human Resources as needed, in addition to primary executive assistant duties.
- Perform additional tasks as assigned by the Regional Operator.
- Adhere to all clinical safety protocols and infection control procedures.
Qualifications
- 2-3 years of experience supporting leadership roles.
- Typing proficiency of at least 55 words per minute.
- Strong command of MS Office Suite (Word, PowerPoint, Outlook, Excel).
- Ability to take meeting minutes and create agendas and presentations.
- High proficiency in calendar management and meeting organization.
- Experience in processing invoices.
- Availability to work onsite during standard business hours.
- Exceptional written and verbal communication skills.
- Capability to manage multiple projects while prioritizing effectively.
- Maintain professional and courteous relationships with colleagues, supervisors, patients, and providers.
- Experience in handling confidential information.
- Preferred experience in a medical environment.
- Familiarity with Athena or other EMR systems is strongly preferred.
- Knowledge of HIPAA regulations and compliance.
- Understanding of Bloodborne Pathogen and OSHA Safety procedures.
Benefits
- Competitive salary based on experience.
- Comprehensive Medical, Dental, and Vision Insurance.
- Health Savings Account options.
- Life Insurance coverage.
- Paid Holidays and PTO.
- 401K retirement plan.
- Referral programs available.
- Opportunities for professional development and upskilling.
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