Executive Assistant

As our Executive Assistant, you'll be the heartbeat of our practice, ensuring seamless operations and providing invaluable support to our leadership team. This is a high-impact role where you'll have the opportunity to contribute significantly to the success of a thriving and innovative healthcare organization. This role is instrumental in ensuring the smooth and efficient day-to-day operations of the practice. The ideal candidate is a highly organized, proactive, and results-oriented individual with excellent communication and interpersonal and problem-solving skills. A passion for staying current with the latest advancements in technology and project management is essential.

Key Responsibilities:

Executive Support:

• Manage staff calendars, schedule meetings, and coordinate travel arrangements for the Company Owner/CEO, Practice Manager and other designated individuals.
• Prepare and distribute meeting agendas, minutes, and presentations.
• Handle incoming calls, emails, and correspondence professionally and efficiently, screening and directing as needed.
• Maintain accurate and organized records, including but not limited to employee files, financial documents, and confidential company information.
• Assist with the onboarding process for new hires, including creating training binders and conducting initial orientation.
• Assist with offboarding new employees, ensuring access to systems are deactivated.
• Order and inventory office supplies for all entities, ensuring cost-effectiveness and staying within budget.
• Oversee equipment maintenance and repairs, ensuring proper functioning and minimizing downtime. Work with IT as needed.
• Generate and distribute reports, including monthly billing reports for management and other requested reports on demand.
• Order business cards, forms, and other company documents for all entities.
• Manage access to insurance websites, EPIC, and other community-based EMRs, ensuring appropriate access levels for all users. Maintain accurate records of user access upon hire and discharge.
• Utilize expense tracking software (e.g., Dext) to scan and categorize receipts for all entities.

Office Management:

• Maintain a professional and organized office environment.
• Assist with office moves or reconfigurations as needed.
• Manage office equipment and ensure proper maintenance and repair.
• Coordinate office maintenance and repairs (e.g., cleaning, plumbing, electrical) with property management companies at all entities.

Human Resources Support:

• Assist with the recruitment process, including posting job openings on relevant platforms, scheduling interviews, and conducting reference checks.
• Coordinate the onboarding process for new hires, including preparation of offer letters, employee handbooks, and other necessary paperwork.

Employee Records & Compliance:

• Track and maintain employee and provider licenses and certifications, ensuring timely renewals and compliance with all relevant regulations.
• Update shared staff calendars, including approved vacations, sick leave, and personal time, ensuring calendars and schedules are updated.
• Assist with the scheduling and coordination of staff evaluations and performance reviews.
• Maintain confidential employee personnel files in accordance with all applicable legal and regulatory requirements.

Team Support:

• Act as a liaison between the executive office and other departments within the medical office, facilitating communication and coordination of activities.
• Plan and coordinate team meetings, including monthly and quarterly meetings, preparing agendas, taking minutes, and following up on action items.
• Assist with the planning and execution of company events, such as staff appreciation events, holiday parties, and professional development workshops.

Training & Development:

• Review employee timecards for accuracy and compliance with company policies.
• Coordinate and support annual trainings, such as HIPAA training, CPR certification, and other mandatory or optional training programs.

Project Management: Assist with the planning and implementation of special projects as assigned by the Practice Manager or CEO.

• EMR key consolidation project
• Forms creation and updates
• Development and implementation of new office procedures
• Training protocol development and implementation
• Process improvement initiatives
• Seek out new technologies to enhance team efficiency and project success

Qualifications:

• High School Diploma or equivalent required; Associate's Degree in Business Administration, Healthcare Administration, or a related field preferred.
• Previous experience as an Executive Assistant or in a similar administrative role, preferably in a healthcare setting preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent organizational, time management, and prioritization skills with the ability to manage multiple tasks and deadlines effectively.
• Strong written and verbal communication and interpersonal skills with the ability to communicate professionally and effectively with individuals at all levels.
• Exceptional attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Strong problem-solving and critical thinking skills with the ability to identify and resolve issues proactively.
• Ability to maintain strict confidentiality and discretion.
• Experience with electronic medical records (EMR) systems is a plus.

Benefits:

At 90 Days:

· Health Reimbursement Account

· 401K with matching

· Paid Time Off

· Sick Time (can be used as soon as its accrued)

· Paid company holidays

Note:

• This job description is not intended to be all-inclusive. Employee may be expected to perform other duties as assigned by the Practice Manager or CEO.
• The Center for TMJ and Sleep Solutions Northwest is an equal opportunity employer and values diversity.

Job Type: Full-time

Pay: From $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Employee discount
• Health savings account
• Paid time off
• Professional development assistance

Schedule:

• Monday to Friday

Ability to Commute:

• Silverdale, WA 98383 (Preferred)

Ability to Relocate:

• Silverdale, WA 98383: Relocate before starting work (Required)

Work Location: In person

Salary : $25