Executive Assistant To Office Of The President

Overview

• Provide high-level administrative and operational support to the Office of the President, ensuring seamless day-to-day operations.
• Coordinate meetings, logistics, and travel arrangements, ensuring timely execution and smooth transitions.
• Support clinical operations processes, including patient appointment check-ins and billing through EMR systems.
• Maintain accurate patient records, adhering to HIPAA guidelines and ensuring confidentiality.
• Handle prescription requests, prior authorizations, and appeals for medication with precision and efficiency.
• Prepare daily coffee and lunch for the President and ensure the office is ready for the next business day.
• Collaborate with stakeholders to ensure operational excellence and a high-quality patient experience.
• Work onsite, Monday through Friday, from 11:00 AM to 7:00 PM.

Key Responsibilities & Duties

• Manage calendars, inboxes, and communications for the President and Director, prioritizing tasks effectively.
• Coordinate meeting logistics, including catering, room preparation, and ensuring timely transitions.
• Organize travel arrangements, including itineraries and related documentation, ensuring smooth execution.
• Process invoices, reimbursements, and expense submissions accurately and promptly.
• Check in patient appointments and manage daily billing through EMR systems.
• Maintain patient records, ensuring compliance with HIPAA regulations and confidentiality standards.
• Handle prescription requests, prior authorizations, and appeals with attention to detail.
• Perform end-of-day office close-down procedures and prepare for the next business day.

Job Requirements

• Associate's degree in a related field required; Bachelor's degree preferred.
• Minimum of 4 years of experience in office management or operations coordination roles.
• Proficiency in database management systems, including workspace management and report generation.
• Strong skills in Microsoft Office Suite and collaboration platforms.
• Exceptional organizational, multitasking, and communication abilities in fast-paced environments.
• Ability to adhere to HIPAA guidelines and maintain confidentiality in clinical operations.
• Experience in managing prescription requests and medication-related processes preferred.
• Availability to work onsite during specified hours to meet operational needs.