Executive Assistant

Executive Assistant

Live your life in full motion! Join our team to put the FUN in functionality! We are the leaders in the orthopedic community of East Central Florida. The Orthopedic Clinic has served our community since 1961. We get our patients back to the life they love with high quality, individualized orthopedic care. The Orthopedic Clinic Surgery Center is seeking an enthusiastic and driven candidate that has previous experience in a fast paced clinic setting to join our dynamic team as an Executive Assistant.

The Executive Assistant will provide comprehensive administrative and operational support services to the CEO, governance committee's and leadership team. The individual will be accountable for all aspects of project management, business research, key performance indicator analytics, policies and procedure development, and maintenance of pertinent company information.

Some of the benefits our team members enjoy include:

• Paid holidays, and weekends off!
• Two weeks paid vacation
• Comprehensive medical, dental, vision and life insurance
• Robust 401(k) plan with profit sharing
• 24/7 Employee Assistance program
• License/CE reimbursement
• Supportive colleagues and leadership team

Requirements

Position expectations:

• Provides administrative and operational support to the CEO, governance committee's and leadership team.
• Maintains appointment calendars by coordinating and scheduling meetings, conferences, work time and travel.
• Handles incoming phone calls, screens, and routers callers appropriately. Routinely checks for voicemails.
• Coordinates meetings with governance committees and business partners, prepares meeting agendas, compiles documentation, sets up room, orders food/beverages, completes and distributes meeting minutes, assigns action items, and follows up accordingly.
• Prepares letters, reports, memos and other documents need by CEO, governance committees and leadership team
• Uses sound judgement and protects sensitive and/or confidential information.
• Produces high-quality, timely work by transcribing, formatting, editing, retrieving, copying, scanning, and sending text/data
• Creates, updates and manages projects, keeps projects on schedule, and ensures deadlines are met.
• Opens, sorts, and distributes incoming mail,and correspondences.
• Conserves executive's time by reading, researching, and gathering information on business initiatives.
• Prepares executive summaries and reports by collecting, analyzing, and summarizing information.
• Develops and maintains policies and procedures and business manuals.
• Maintains company licenses, memberships, and assists with credentialing with payers and hospitals.
• Keeps track of payer contracts, payer summaries, and fee schedules.
• Procures supplies, maintains inventory, and coordinates facility repairs.
• Provides historical references and pertinent company information by developing a solid filing and retrieval system.
• Assist with basic human resources functions, including employee on-boarding, setting up interviews, candidate tracking, employee file maintenance and coordinating employee events.
• Sustain positive and effective communication with physicians, supervisors, peers, and subordinates.
• Maintains a polished, professional appearance and representation in all written and oral communications.
• Maintains efficient and organized workflow processes, while keeping physical workspace clean and clutter-free.
• Provides courier services as needed to deliver and pick up legal documents, supplies, or other items, as needed.
• Contributes to team effort by assisting and accomplishing related tasks as needed.
• Performs and embraces other duties, as assigned by CEO or governing bodies

Required knowledge, skills and abilities:

• Strong understanding of principles and practices of business operations, project management, fiscal/budgetary management, and customer service functions.
• Possess excellent communication, interpersonal, and organizational skills with the ability to build strong relationships and effectively influence diverse groups at all levels within the organization.
• Possess exceptional independent, critical thinking skills and ability to make decisions and solve problems
• Possess a strong desire to serve.
• Skilled in exercising a high degree of initiative, judgment, and discretion.
• Skilled in accurately analyzing situations and taking effective actions to correct and prevent future occurrences.
• Skill in exercising a high degree of integrity and discretion when handling or informed of propriety and/or confidential information.
• Ability to prioritize assignments, meet deadlines and provide continued feedback on status of assignments.
• Ability to complete simultaneous tasks with frequent interruptions while paying close attention to the details.
• Ability to work independently, as well as, in a team setting.
• Ability to work in a fast-paced environment with a variety of personalities and work styles.
• Ability to work well under pressure with tight deadlines and with a sense of urgency.
• Ability to be flexible in schedule and adaptable to constant change and willingness to assist wherever needed.
• Ability to evaluate and make recommendations for continuous improvements

Required qualifications:

• Associate's degree with a focus on business related course work and/or at least 5 years of healthcare administrative support experience. Bachelor's degree preferred.
• Typing proficiency of 60 wpm with 95% accuracy
• Proficiency in the use of Microsoft Office Products, EPM and EHR software applications, preferably Athena
• Must be able to proficiently speak, read and write in English

ADA considerations

Physical requirements:

• Requires use of office equipment, such as computers, scanners, fax machines, phones and copiers.
• Requires sitting and computer-related activities for extended periods of time.
• Requires the ability to see, hear, walk, stand, sit, climb, stoop, reach, kneel, crouch, crawl, write and type.
• Lifting and / or carrying of objects weighing up to 10lbs.