What are the responsibilities and job description for the Executive Assistant position at Medical Health Associates of Western New York PLLC?
Description
Job Title: Executive Assistant
Location: Corporate Office (In-office, Full-time)
Schedule: Monday – Friday, 36 hours per week (8am – 4pm)
Salary: $20 - $24
About Us:
We are seeking a highly organized and proactive, friendly Executive Assistant to support our leadership team at our corporate office. In this role, you will provide essential administrative support to the CEO, Director of Finance, Director of HR, Billing Manager, and Quality Implementation Supervisor across departments including finance, accounting, billing, quality, and HR.
Essential Duties:
- Greet and assist guests professionally, ensuring excellent customer service.
- Provide high-level administrative support to the leadership team, including calendar management and meeting coordination.
- Coordinate communication across departments and locations.
- Process and distribute incoming and outgoing mail (electronic and paper).
- Answer phone calls, take messages, and forward as needed.
- Coordinate office events, meetings, and logistics.
- Manage fax transmissions and store/forward messages as required.
- Scan documents and publish company-wide correspondence.
- Organize and maintain office systems, files, and documents.
Administrative Support:
- Prepare reports, presentations, and correspondence as needed.
- Create and prepare documents in MS Office (Sharepoint, PowerPoint, Excel, Word).
- Draft memos and other written materials for the leadership team.
- Monitor and order office supplies.
- Assist with special projects and other tasks as required.
- Perform other duties as necessary to support the leadership team and departments.
Requirements
- 2 years of experience as an Executive Assistant or in a similar role.
- Strong organizational and multitasking skills with the ability to handle multiple tasks simultaneously and prioritize effectively.
- Excellent time-management skills and the ability to consistently meet deadlines.
- Proven ability to manage competing deadlines and anticipate needs, preparing proactively to ensure tasks are completed on time.
- Strong communication skills, ensuring clear and timely updates across all teams.
- Proficient in Microsoft Office Suite (Sharepoint, Teams, PowerPoint, Excel, Word).
- Ability to maintain confidentiality and handle sensitive information.
Salary : $20 - $24
