Executive Assistant

SUMMARY

This position supports the CEO and Board of Directors. Requires coordination of various schedules and meetings, transcription, and a variety of other administrative duties. Multi-tasked and self-sufficient

MINIMUM QUALIFICATIONS

Education and Experience:

• High School graduate, or equivalent.
• Associate Degree in Business or a related field.
• Bachelor’s degree preferred.
• Minimum 3-year computer experience.
• Minimum 1-year medical office experience.
• Excellent communication and writing skills, proper grammar.
• Tech Savvy.
• Medical terminology preferred.
• Able to prioritize and organize successfully.
• Caring, patient, and friendly attitude.
• Competent in problem solving and decision-making; team oriented.
• Previous administrative experience required.

ESSENTIAL SKILLS AND ABILITIES

• Must have proficient computer skills and email etiquette
• Must be proficient with Microsoft Word, Excel, PowerPoint, and Publisher
• Organized and dependability a must.
• Professional demeanor
• Ability to work with little or no supervision.
• Must have a high level of confidentiality.
• Must be able to problem solve and analytical.
• Must be detailed oriented.
• Must have excellent communication skills, proper grammar and writing capability.
• Ability to read reports and decipher data
• Must be available to attend late-office meetings with staff and have a flexible schedule.
• Must be self-directed, highly motivated, able to multi-task and work under pressure in a fast-paced environment.
• Must be able to accurately and efficiently handle multiple projects at one time.
• Must have exceptional interpersonal skills.
• Must possess a caring, patient, and friendly attitude.
• Must be familiar with all forms associated with the patient medical record (paper and electronic)
• Must understand ophthalmic terminology, spelling and pronunciation.
• Must have a general understanding of ophthalmic diseases.

DUTIES AND RESPONSIBILITIES

• Type interoffice correspondence from transcription and handwritten material.
• Update Medical Director insurance information and CV as needed.
• Take minutes during Meetings.
• Professionally prepare agendas
• Prepare weekly itinerary and distribute.
• Coordinating Company functions.
• Keep daily logs of business, weather, social, economic, political, medical, events or any other activities that may impact business or company.
• Make meetings, seminar, travel and other arrangements for functions as directed by the CEO and Board of Directors.
• Keep track of meetings scheduled to be held in the Conference Room.
• Any other projects as designated by management.
• Order various items for CEO and Board of Directors as directed.
• Make meeting, seminar arrangements for functions as directed by CEO and Board of Directors.
• Coordinate luncheon meetings as needed.
• File all correspondence for CEO and Managing Director as directed.
• Prioritize and complete multiple tasks and follow through to achieve project timelines.
• Represent the department in a professional manner.
• Provide complete support on various special and on-going department projects.
• Coordinate workflow to meet all deadlines in a timely accurate and professional manner.
• Responsible for creating and editing all correspondence from CEO and Board of Directors.
• Utilizing excellent composition skills while composing correspondence for the Executive Team.
• Communicate in a professional manner with internal and external customers.
• Provides administrative support for the co-management program within the practice
• Provides effective communication to co-management doctors to ensure the highest quality of patient care and service possible
• Maintains a list of co-managing doctors
• Tracks and records referrals from co-management doctors to ensure compliance with the program
• Completes all tasks and responsibilities as noted in the pay for performance program
• Maintains proper standards of productivity as defined by CEO and Board of Directors.
• Professional and Personal Development/Goals and Objectives
  • Exhibits professional demeanor with a positive enthusiastic attitude at all times when representing the practice
  • Maintains certification, where applicable, and continues to improve skills
  • Must attend all in-services and webinar training seminars as directed by the Office Manager
  • Sets goals and objectives for professional growth. Reviews and revises goals on an ongoing basis
  • Provides input on how to improve customer service, decrease costs and increase revenues for the practice
• Customer Service
  • Supports the practice core values and mission statement to develop, enhance and promote quality customer service through team effort
  • Exhibits flexibility, sensitivity and respect while maintaining an effective working relationship with all team members
• Maintains practice confidentiality, follows HIPAA & OSHA guidelines and follows the rules and regulations of the practice as documented in the practice employee manual
• Assumes other duties as assigned

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• The majority of the time on-the-job is spent walking, sitting, using hands to hold items and move items, reaching with hands and arms, talking, hearing, stooping, crouching and bending
• At times the job may require weight to be lifted up to 50 pounds
• The job requires the following types of vision: close, distance, peripheral and depth perception
• Typical noise level for the work environment of this job is moderate (i.e. business office with computers and printers, light traffic)
• Working in an office environment with sustained posture in a seated position for extensive periods of time
• Must be able to communicate clearly in person and over the telephone
• Hearing must be adequate to perform job duties in person and over the telephone
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

SUPERVISORY RESPONSIBILITIES: None

OTHER

This job description is intended only to describe the general nature and level of work performed. The Administrative Assistant must be able to travel to various satellite locations as needed for work assignments. A valid Florida driver’s license is required. This job description is not intended, nor should it be interpreted as an exhaustive list of all duties, skills and responsibilities. The Administrative Assistant will perform all duties listed in this job description as well as any other assigned by management. Overtime may be required.