GENERAL DESCRIPTION OF POSITION

The Administrative Assistant serves as a pivotal support system for the CEO and Senior Leadership Team, ensuring seamless operations and the achievement of our clinic’s objectives. This role demands a highly organized, proactive, and discreet professional adept at managing a wide range of administrative tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as the primary liaison between the CEO, Senior Leadership, staff, and visitors, managing communications and schedules with diplomacy and efficiency.
• Undertake errand tasks for the senior leadership team, including handling sensitive documents, arranging catering, and managing logistics for various tasks and/or events.
• Board Meeting / Shareholder Meeting preparation; including taking and distributing minutes. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
• Prepare reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc. and maintain an organized filing system of paper and electronic documents.
• Prepare and keep records for the following: Arkansas State Medical Board, Arkansas Department of Health, Patient Termination Letters, Call Schedule for Physicians, Vital Records, etc.
• Manage and coordinate Continuing Medical Education (CME) for our physician team, ensuring compliance with professional standards and ongoing learning.
• Ensure lab coats are ordered and monogrammed for all Physicians, PA’s, and APRN’s.
• Keep and maintain the physician “out of office” calendar.
• Act as a back-up to the Credentialing Specialist, maintaining up-to-date credentials for all providers, ensuring compliance with healthcare regulations.
• Plan, organize, and execute clinic events and meetings, from internal team-building activities to external professional seminars, ensuring they reflect our clinic’s commitment to excellence.
• Assume responsibility for maintenance of office equipment, including copy machines and fax machines. Maintain office and kitchen supplies for the entire clinic.
• Open and distribute mail to the Administration office.
• Other duties as assigned.

QUALIFICATIONS

• Must demonstrate and show kindness in all interactions and ensure people leave interactions with you happier.
• Proven experience as an Executive Assistant, preferably in a healthcare setting, with a track record of supporting senior-level executives.
• Exceptional proficiency in Microsoft Office Suite and other productivity tools, with a willingness to learn new technologies.
• Excellent organizational, time management, and multitasking skills, with a proven ability to meet tight deadlines.
• Strong interpersonal skills, with the ability to communicate effectively across all levels of the organization.
• Discretion and confidentiality are paramount, with a history of handling sensitive information.