Executive Assistant to the CEO

Job Description

Job Description

Job Overview

Telehealthdocs Medical Group is seeking a highly organized, dependable, and technology-savvy In-Office Executive Assistant with some IT knowledge to support our executive leadership team and assist with day-to-day technology needs across our growing medical organization.

This is a dual-role position for someone who enjoys working with people, staying organized, solving problems, and being the person everyone can count on when something needs to get done.

The ideal candidate is professional, resourceful, detail-oriented, comfortable working in a fast-paced healthcare environment, and confident enough with technology to troubleshoot common computer, software, networking, telehealth, and equipment issues.

Duties

• Manage and coordinate executive calendars, including scheduling meetings, appointments, and business travel arrangements using tools like Google Workspace.
• Provide comprehensive administrative support such as drafting correspondence, proofreading documents, transcribing meetings, and preparing reports with precision.
• Organize company events, meetings, and conferences from planning stages through execution, ensuring all logistics are handled smoothly.
• Handle internal communication channels effectively to facilitate collaboration across departments and with C-suite executives.
• Maintain confidential files, handle sensitive information discreetly, and ensure compliance with data privacy standards.
• Assist with bookkeeping tasks using iSolved or similar software, including invoicing, expense tracking, and basic bookkeeping duties.
• Coordinate project activities by tracking deadlines, preparing status reports, and collaborating with team members to meet organizational goals.
• Facilitate business travel arrangements, including booking flights, accommodations, transportation, and preparing itineraries for executives.
• Manage office supplies inventory and oversee front desk responsibilities to ensure a welcoming environment for visitors and staff.
• Help coordinate communication between leadership, employees, physicians, and outside partners.
• Represent the organization professionally when communicating with staff, physicians, patients, vendors, and community partners.
• Marketing

IT & Technology Support

• Provide basic day-to-day technical support for employees.
• Troubleshoot computers, monitors, printers, scanners, phones, webcams, and other office equipment.
• Assist employees with Google Workspace, email, shared drives, video conferencing, and other software.
• Assist with telehealth technology and troubleshoot common connectivity or equipment issues.
• Set up computers, user accounts, peripherals, and workstations for new employees.
• Assist with software installations, updates, and basic configuration.
• Troubleshoot Wi-Fi, internet connectivity, and basic network issues.
• Coordinate with outside IT vendors or technical support when issues require escalation.
• Maintain an inventory of computers, equipment, technology assets, and software.
• Help maintain organized documentation for technology systems and procedures.
• Assist with cybersecurity and HIPAA-related technology practices as directed by leadership.
• Help train employees on basic technology, software, and office systems.

Experience - What We're Looking For

The ideal candidate will have:

• Previous experience as an Executive Assistant, Administrative Assistant, or similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• Professional judgment and discretion when handling confidential information.
• Strong computer skills and the ability to learn new software quickly.
• Comfortable troubleshooting common technology problems independently.
• A strong customer-service mindset.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Ability to work independently while also functioning as part of a team.
• A "figure it out" attitude and willingness to learn.

Technology Skills

Experience with some or all of the following is preferred:

• Google Workspace
• Gmail and email administration
• Microsoft Teams or other video-conferencing platforms
• Windows computers
• Printers and scanners
• Basic networking and Wi-Fi troubleshooting
• Telehealth/video technology
• User account setup and password/access management
• Cloud-based applications
• Basic cybersecurity practices
• Electronic medical/healthcare software
• Remote technical support

You do not need to be a senior IT professional. We are looking for someone with general technology skills who can handle everyday troubleshooting and knows when an issue needs to be escalated to our IT vendor or technical specialist.

Healthcare Experience

Experience working in a medical office, healthcare organization, telemedicine environment, or other HIPAA-regulated setting is a plus, but not required.

The ability to maintain patient privacy, confidentiality, professionalism, and HIPAA compliance is essential.

The Ideal Personality

We're looking for someone who is:

Organized, Dependable, Professional, Tech-Savvy, Resourceful, Friendly, Discreet, Adaptable, Detail-Oriented, A Problem Solver

You should be the type of person who sees a problem and thinks:

"Let me see if I can figure this out."

If you enjoy supporting people, keeping things organized, learning technology, solving problems, and being an important part of a team, this may be the position for you.

Join us in this multifaceted role where your organizational talents meet your technical expertise! We’re committed to fostering a vibrant workplace that values proactive problem-solving, effective communication, and continuous improvement. Making every day rewarding for our team members!

Pay: From $22.00 per hour

Expected hours: Monday through Friday, 8:00 am to 5:00 pm. 40.0 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off

Experience:

• Executive Assistant: 3 years (Preferred)

Work Location: In-person in the office

Telehealthdocs is a multi-specialty virtual medical group utilizing telemedicine technology, with physicians located across the country. We provide a much-needed service, especially to rural communities, by providing access to their medical specialty needs. Telehealthdocs has been providing telehealth services since 2011, being one of the first in the state to provide this unique delivery of care. We provide excellent customer service and continuously improve the virtual patient experience.

WHAT IS TELEHEALTH?

Telehealth is a medical consultation visit using interactive secure audio/video technology, with the patient at one location and the doctor at a remote location. Think of it as a secure video chat like FaceTime or Zoom, but between the patient and the physician. Many benefits include, but are not limited to, decreased travel time, reduced waiting time for appointments, and increased timeliness of medical treatment.

WHAT IS A TELEHEALTH VISIT LIKE?

A typical telehealth visit is similar to a regular physician consultation with the exception that the doctor will be virtual. If the patient is going to one of our designated sites, the medical assistant will run the camera equipment where the patient and the doctor can see and hear each other, just as if they were in the same room. Patients treated at home will have a similar experience, with the exception of having a medical assistant there. The specialist will develop a treatment plan and work with your primary care team to give you the best care possible.

Company Description

Telehealthdocs is a multi-specialty virtual medical group utilizing telemedicine technology, with physicians located across the country. We provide a much-needed service, especially to rural communities, by providing access to their medical specialty needs. Telehealthdocs has been providing telehealth services since 2011, being one of the first in the state to provide this unique delivery of care. We provide excellent customer service and continuously improve the virtual patient experience.\n\nWHAT IS TELEHEALTH?\n\nTelehealth is a medical consultation visit using interactive secure audio/video technology, with the patient at one location and the doctor at a remote location. Think of it as a secure video chat like FaceTime or Zoom, but between the patient and the physician. Many benefits include, but are not limited to, decreased travel time, reduced waiting time for appointments, and increased timeliness of medical treatment.\n\nWHAT IS A TELEHEALTH VISIT LIKE?\n\nA typical telehealth visit is similar to a regular physician consultation with the exception that the doctor will be virtual. If the patient is going to one of our designated sites, the medical assistant will run the camera equipment where the patient and the doctor can see and hear each other, just as if they were in the same room. Patients treated at home will have a similar experience, with the exception of having a medical assistant there. The specialist will develop a treatment plan and work with your primary care team to give you the best care possible.