Medical Executive Assistant

Job description

Job Title: MEDICAL EXECUTIVE ASSISTANT

Job Location: CLIFTON NJ

Job Type: Full-Time

Job Summary: We are looking for a proactive, highly organized, and trustworthy Personal Assistant to support the administration of a busy medical practice. This role requires a dynamic individual who can handle a wide variety of administrative tasks, provide personalized assistance, and maintain the smooth operation of both personal and professional affairs for the practice owner. If you have strong communication skills, exceptional attention to detail, and the ability to multitask, we encourage you to apply. The employee must be able to fill in the role of medical assistant and executive assistant. Must have medical experience and experience with direct patient care.

Key Responsibilities:

1. Executive Support:
   1. Provide high-level administrative support to the practice CEO, including managing schedules, appointments, and meetings.
   2. Coordinate travel arrangements, including booking flights, hotels, transportation, and preparing itineraries.
   3. Prepare and organize materials and documents for meetings, presentations, and conferences.
   4. Handle personal errands and tasks as needed (e.g., scheduling personal appointments, managing personal correspondence).
2. Calendar and Time Management:
   1. Maintain and update the practice owners calendar, ensuring all personal and professional commitments are met on time.
   2. Schedule and prioritize meetings, appointments, and events, ensuring the owners time is managed efficiently.
   3. Proactively resolve scheduling conflicts and provide reminders for upcoming events or tasks.
3. Correspondence and Communication:
   1. Screen and manage phone calls, emails, and other communications on behalf of the practice owner.
   2. Draft, proofread, and send emails, letters, and other forms of correspondence.
   3. Maintain confidential communication, both personal and business-related.
4. Office and Administrative Tasks:
   1. Assist in managing medical practice-related administrative tasks.
   2. Prepare, review, and file documents for the owners review, including financial reports and medical practice records.
   3. Organize and maintain files, both digital and paper, to ensure important documents are accessible and well-organized.
5. Special Projects:
   1. Assist with various ongoing projects, both for the practice and the practice owners personal business interests.
   2. Research and compile information as needed for decision-making or business planning.
   3. Assist with event planning, including practice-related events, conferences, or personal engagements.
6. Relationship Management:
   1. Cultivate and maintain positive relationships with clients, staff, and other external parties.
   2. Act as the point of contact between the practice owner, CEO, and patients, vendors, contractors, and other stakeholders.
   3. Help the practice owner navigate and prioritize interpersonal relationships for both business and personal interests.
7. Confidentiality and Discretion:
   1. Maintain a high level of confidentiality and professionalism when handling sensitive information, both for the practice and personal matters.
   2. Adhere to HIPAA regulations and other confidentiality guidelines when handling patient-related or practice-related documents.
8. Additional Duties:
   1. Attend marketing events to help educate patients and the community on our services.
   2. Fill in for medical assistants who call out.
   3. Attend clinic office hours with the physician, to perform medical assistant duties and also translate.

Qualifications:

1. High school diploma or equivalent; Associates degree or higher preferred.
2. MUST have 5 years of direct patient care experience with hands-on experience.
3. MUST have 5 years proven experience as a nurse assistant, medical assistant, or administrative assistant in a healthcare setting.
4. MUST be bilingual.
5. MUST speak MEDICAL Spanish and be fluent in Spanish.
6. Proven experience as a personal assistant, medical assistant, nurse, executive assistant, or administrative assistant, in a healthcare setting.
7. Strong organizational skills with the ability to prioritize tasks and meet deadlines.
8. Excellent written and verbal communication skills in both English and Spanish.
9. Proficiency in Microsoft Office Suite, Google Workspace, and mandatory experience with medical management software (e.g., EHR systems).
10. Strong problem-solving abilities and a high level of initiative.
11. Exceptional interpersonal skills and the ability to work effectively with diverse individuals.
12. Ability to work independently and manage multiple tasks simultaneously.
13. MUST have 5 years previous experience with medical terminology and direct patient care.

Physical Requirements:

1. Ability to sit, stand, and walk for extended periods of time.
2. Ability to lift up to 15 lbs.

Job Types: Full-time, Part-time

Pay: $19.50 per hour

Expected hours: 40 per week

Schedule: 8 hour shift, Monday to Friday, Weekends as needed

Work Location: Hybrid remote in Clifton, NJ 07012