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Executive Administrative Assistant

2 months ago

Chicago, Illinois, United States Chicago ENT Full time
Job Summary

We are seeking a highly skilled and experienced Executive Administrative Assistant to provide exceptional support to our Medical Director at Chicago ENT. This is a unique opportunity to join a dynamic team and contribute to the success of our practice.

Key Responsibilities

The successful candidate will be responsible for:

  • Providing high-level administrative support to the Medical Director, including calendar management, scheduling appointments, and organizing meetings.
  • Managing and coordinating travel, interviews, and other meetings as needed.
  • Scheduling and supporting clinical and administrative meetings with other physicians, staff, vendors, and business partners.
  • Monitoring physician personal and professional email, fast-tracking urgent or sensitive requests.
  • Acting as a personal assistant for errands, calls, appointments, and being available by text as needed.
Administrative Support

The Executive Administrative Assistant will also be responsible for:

  • Managing physician receipts and monthly expense reporting.
  • Assisting with coordinating purchases as needed for the physician and practice.
  • Submitting expenses via appropriate channels, including expensify and various hospital entities.
  • Submitting time sheets and expense reports for research, on-call coverage, and other billing as needed.
Deposition and Legal Requests

The successful candidate will also be responsible for:

  • Managing requests from external entities for physician appearance.
  • Periodically reviewing administrative fee schedules with the Medical Director.
Business Operations Support

The Executive Administrative Assistant will also provide support for business operations, including:

  • Coordinating interviews for open positions.
  • Working closely with the Recruiter to schedule qualified candidates and manage applicants via Hirebridge.
  • Scheduling calendar invites for interviews, shadowing interviews, and start dates.
  • Coordinating with front desk staff to alert appropriate staff of candidate's arrival and/or location for interview.
  • Assisting with onboarding and obtaining badges/parking for the practice location.
Compliance and Confidentiality

The successful candidate will be responsible for:

  • Handling sensitive information with the utmost confidentiality and discretion.
  • Maintaining files for licensure and accreditation for the physicians, practice, and clinical equipment.
  • Ensuring compliance with all relevant regulations, including HIPAA, when handling patient information or practice data.
Requirements

To be successful in this role, the candidate will need:

  • A high school diploma or equivalent.
  • The ability to handle sensitive information with discretion and maintain confidentiality.
  • Proven experience in an executive assistant or personal assistant role.
  • Strong organizational skills with the ability to multitask and prioritize effectively.
  • Excellent interpersonal and communication skills.
  • The ability to work independently and collaboratively within a team environment.
  • Flexibility to adapt to changing priorities and work schedules.
Preferred Qualifications

The ideal candidate will also possess:

  • An associate or bachelor's degree.
  • Bilingual candidates.
  • An understanding of HIPAA regulations and the ability to maintain patient confidentiality.
Supervisory Responsibility

This position has no supervisory responsibility.Certificates, Licenses, Registrations

All employees are required to provide proof of vaccination or exemption.

Wage

Starting at $23.00 per hour, based on experience.

Chicago 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.