Executive Assistant

Position Overview

We are seeking a reliable, organized, and professional Executive Assistant / Receptionist / Scheduler to support the daily operations of a growing psychiatric practice. This is a hybrid full-time position involving both remote administrative work and onsite office responsibilities.

This role combines front office coordination, patient scheduling, administrative support, and executive assistance duties. The ideal candidate is detail-oriented, professional, adaptable, and capable of managing multiple responsibilities while maintaining confidentiality and strong communication with patients, staff, and providers.

Schedule

• Full-time hybrid position
• Combination of remote and onsite responsibilities
• Expected onsite presence several days per week based on clinic needs
• Standard business hours with occasional flexibility as operational needs arise

Responsibilities

Reception & Patient Coordination

• Answer incoming calls, patient messages, and administrative inquiries professionally
• Schedule, confirm, reschedule, and coordinate patient appointments
• Assist with patient intake paperwork and administrative processes
• Maintain professional and compassionate communication with psychiatric patients and families
• Coordinate communication between patients, providers, pharmacies, and facilities

Scheduling Responsibilities

• Manage provider schedules and appointment flow
• Assist with cancellations, no-show tracking, and scheduling optimization
• Coordinate telehealth and in-person appointments
• Maintain calendar organization and scheduling accuracy
• Help ensure efficient clinic workflow and patient throughput

Executive Assistant Responsibilities

• Provide administrative support for practice leadership
• Assist with calendar coordination, reminders, and operational follow-up tasks
• Organize documents, communications, and administrative records
• Assist with vendor coordination and general business organization
• Help track ongoing projects, deadlines, and operational priorities

Administrative Responsibilities

• Maintain organized electronic and physical records
• Assist with insurance verification and prior authorization coordination when needed
• Coordinate with billing personnel regarding administrative follow-up tasks
• Ensure HIPAA compliance and confidentiality standards are maintained
• Assist with general office operations and workflow improvement

Remote Responsibilities

• Patient communication and scheduling
• Administrative coordination and follow-up
• Calendar management
• EMR and documentation support
• Internal communication and organizational tasks

Onsite Responsibilities

• Front desk and patient reception duties
• Assisting with clinic flow and office operations
• Administrative oversight during clinic hours
• General office coordination and support

Qualifications

Preferred qualifications include:

• Prior experience in a medical office, behavioral health, or psychiatry setting preferred
• Experience with scheduling systems and EMRs preferred
• Strong organizational and multitasking abilities
• Excellent interpersonal and communication skills
• Ability to maintain professionalism and confidentiality
• Comfortable working independently with minimal supervision
• Reliable transportation and reliable internet access

Preferred Skills

• Familiarity with psychiatric or behavioral health environments
• Experience handling sensitive or confidential information
• Strong time-management and organizational skills
• Ability to adapt within a growing practice environment
• Comfortable balancing administrative and patient-facing responsibilities

Compensation

• Competitive compensation based on experience
• Potential for performance-based incentives and bonuses
• Opportunities for advancement as the practice expands
• Long-term growth opportunities within the organization may be available for strong candidates
• Equity can also be negotiated.

Additional Information

This position requires professionalism, reliability, discretion, strong communication skills, and the ability to function effectively in a psychiatric and behavioral health setting. The ideal candidate values organization, efficiency, teamwork, and compassionate patient interaction.