Administrative Assistant to Chief Executive Officer

Job Description

Company Description Bay Area Arthritis and Osteoporosis (BAAO) currently looking for a FT executive administrative assistant. BAAO has been serving the community since 2003, BAAO has been active in the Rheumatology community for 23 years with 25+ employees that includes 1 MD, 3 PAs, 1 ARNP, 2 RNs, and a full-time registered pharmacist (RPH). BAAO uses state of the art electronic health records (EHR), onsite high complexity labs, digital X-rays, digital bone density scans (DEXA), onsite phlebotomy services, ultrasound machines, -20 F and -80 F freezers, ECG machines, and a 7-chair infusion suite to meet the needs of various trials. BAAO is a 4500 SF facility and has an additional 3500 SF expansion planned in the future to give total of an 8000 SF facility. BAAO is an outpatient only facility, no inpatient or hospital work is required. BAAO is only open 4 days a week (Mon-Thur) giving a 3-day weekend to balance family life . Excellent benefit package including competitive salary & productivity bonus; health insurance + dental + vision; an excellent 401K + profit sharing plans + cash balance plans ( total 3 retirement plans, totaling about 14% of salary ); paid vacation, and much more. BAAO will negotiate salary according to candidate's experience

Role Description The Administrative Assistant to the Chief Executive Officer is a full-time, on-site role based in Brandon, FL. The role involves organizing and maintaining records, handling expense reports, and assisting with meeting preparation such as agendas, minutes, and follow-up actions. The Administrative Assistant will serve as a primary point of contact for internal and external communications related to the CEO, ensuring timely and professional responses. The individual will also assist with special projects, maintain confidentiality of sensitive information, and help streamline workflows to support leadership and overall practice operations.

Qualifications

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• Strong Executive Administrative Assistance and general Administrative Assistance skills, including organizing, prioritizing, and supporting senior leadership.
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• Proficiency in managing Expense Reports, tracking reimbursements, and maintaining accurate financial and administrative records.
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• Excellent Communication skills, both written and verbal, with the ability to interact professionally with patients, staff, and external partners.
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• Effective Calendaring skills, including scheduling, coordinating meetings, and managing complex calendars for executive leadership.
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• Proficiency with office software (e.g., Microsoft Office/Excel or Google Workspace) and an experience with Quick Book is mandatory and comfort with electronic health record or practice management systems . Additional book keeping skills would be prioritized
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• Strong attention to detail, discretion with confidential information, and a high level of reliability and professionalism.
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• Ability to work on-site in Brandon, FL, adapt to changing priorities, and collaborate with clinical and administrative teams.
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• Previous experience supporting executives or leadership in a healthcare or professional services environment preferred; associate or bachelor’s degree in business, administration, or related field is beneficial.
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