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The Executive Assistant assists in managing the owner's schedule and helping to coordinate meetings as well as corporate/business office events. The position will be of support to the owner by helping them stay organized and focused on the key aspects of the business office, namely billing, collections, scheduling, completing, and managing tasks that will assist in allowing the owner to focus on high-priority tasks and strategic initiatives that make or save the enterprise money. This is an on-site position with the ability to earn remote workdays from time to time when the owner is out of the office after they demonstrate the ability to produce and perform at the highest level, at the discretion of the owner.
Position Responsibilities:
- Scheduling and attending meetings
- Creating and maintaining meeting agendas and distributing minutes
- Recording key meetings and placing them in the appropriate archive
- Preparing and coordinating communications
- Assisting with mail and package pick-up and delivery
- Printing and preparing reports
- Data Entry
- Maintaining client relations
- Welcoming and greeting guests
- Performing research
- Filing and organizing documents
- Assisting with event planning and execution
- All other duties as assigned by the owner
- Have good knowledge of HIPAA compliance laws and regulations
- Demonstrate proficiency with Microsoft Office, Excel, Teams, and Outlook
- Utilize excellent communication and interpersonal skills
- Demonstrate outstanding organizational skills and attention to detail
- Be passionate and professional
- Be success-driven and quality focused
- Be smart; work smart
- Have a positive attitude
- Show a willingness and desire to help teammates and collaborators on projects
- REQUIRED: High School Diploma
- PREFERRED: College degree or college experience
- PREFERRED: 2+ years of experience as an AA in a corporate setting, preferably in a healthcare organization or medical billing office
- OTHER: Ability to multi-task under time pressure. Strong communication and organization skills
- Be team-oriented and able to work with various corporate departments and team members
- Be able to make sound decisions while on the move in a fast-paced organization
- 40 hours per week; extended work hours from time to time to meet deadlines
- Setting goals, meeting deadlines, and being compliant with departmental policies
- Ability to interact, engage, and communicate effectively with department heads, Ops managers, and clinic employees
- Physical Demands: frequent sitting; limited lifting up to 10-15 pounds; frequent manipulation of documents; frequent typing or use of keyboard; local driving
- Reliable transportation for on-the-job pick-up and deliveries for the corporate business office
The execution of the position is quantifiably measured by KPI which will be determined as the role progresses and specific tasks are consistently assigned thus providing monthly recurring data to track in conjunction with said KPI distribution.
