What are the responsibilities and job description for the Administrative Specialist position at PracticeSuite, Inc.?
About PracticeSuite
PracticeSuite is a leading healthcare SaaS company providing comprehensive practice management, revenue cycle management, and patient engagement solutions to healthcare providers across the United States. Our mission is to empower medical practices with innovative technology, and our executive team is at the forefront of driving this vision forward.
Overview
We are seeking a highly organized, proactive, and reliable Administrative Specialist to provide direct support to our CEO across multiple ongoing projects and business initiatives. This role plays a vital part in ensuring that the CEO’s tasks, communications, and project follow-ups are managed efficiently and completed on time. The ideal candidate thrives in a fast-paced environment, demonstrates excellent attention to detail, and can effectively coordinate across teams and priorities.
This is a part-time position, working evening hours from 5:00 PM to 9:00 PM EST, Wednesday through Sunday.
Key Responsibilities
- Provide daily administrative and operational support to the CEO.
- Track progress of ongoing projects and assist in managing timelines, deliverables, and follow-ups.
- Draft and review correspondence, reports, and documents as directed by the CEO.
- Coordinate and schedule meetings, calls, and appointments, ensuring proper preparation and follow-through.
- Maintain confidentiality of sensitive business information and communications.
- Serve as a liaison between the CEO and internal teams or external partners, ensuring messages are accurately conveyed and actions are completed.
- Organize and manage digital files, records, and other key documentation related to CEO-led initiatives.
- Support research and data gathering for projects, reports, or strategic initiatives.
- Anticipate needs and proactively provide solutions or information to keep priorities on track.
Qualifications
- Minimum 3 years of experience as an executive assistant, personal assistant, or in a similar administrative support role.
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
- High level of professionalism, discretion, and trustworthiness.
- Proficiency with productivity tools (Google Workspace or Microsoft Office Suite, project management platforms such as Asana, Trello, or ClickUp).
- Ability to work independently, manage time effectively, and stay detail-oriented under pressure.
- Flexibility to adjust priorities and handle urgent matters during working hours.
Schedule
Part-Time: 20 hours per week
Days: Wednesday through Sunday
Hours: 5:00 PM – 9:00 PM EST