Administrative Assistant

Job Description

Job Description

The Administrative Assistant provides direct administrative, organizational, and operational support to the COO/Practice Manager and other members of Pareto Clinic’s executive leadership team. This position is ideal for someone who sees scattered information, unfinished assignments, competing deadlines, and disorganized processes—and naturally begins creating lists, calendars, trackers, folders, timelines, and solutions. The right person will be able to manage multiple assignments at the same time, respond appropriately to interruptions, shift priorities when necessary, and return to previous tasks without losing track of important details. We are looking for someone who genuinely enjoys:

• Completing tasks and closing open loops
• Organizing information
• Creating checklists and tracking systems
• Following up until assignments are complete
• Identifying missing information
• Keeping projects and deadlines moving
• Bringing clarity and order to busy situations
• Creating order from chaos

This is primarily an administrative and leadership-support position. It is not intended to function as a full-time front-desk, call-center, billing, clinical, or Patient Engagement role. Occasional cross-training and temporary assistance in other areas may be necessary in a growing medical practice.

Compensation

• Starting pay: $18.00 per hour
• Compensation range: $18.00–$21.50 per hour
• Starting compensation above $18.00 may be considered based on directly relevant experience, demonstrated administrative ability, judgment, technology skills, and the ability to independently manage complex responsibilities.
• Opportunities for compensation growth will be based on performance, reliability, expanded responsibility, and demonstrated value to the practice.

What You Will Do:

Executive and Leadership Support

• Provide direct administrative support to the COO/Practice Manager.
• Support the CEO/CMO and other designated leaders as assigned.
• Organize leadership priorities, projects, deadlines, and follow-up items.
• Maintain calendars, appointments, meetings, reminders, and administrative deadlines.
• Prepare meeting agendas, notes, documents, and supporting materials.
• Record and track action items from leadership and staff meetings.
• Follow up with employees regarding assignments, requested documents, information, and deadlines.
• Keep pending responsibilities visible so leadership does not have to rely on memory.
• Identify and communicate time-sensitive, incomplete, overdue, or unresolved matters.
• Convert conversations and verbal instructions into organized action items.

Administrative Operations

• Maintain organized electronic and physical administrative files.
• Prepare, edit, format, scan, copy, and distribute documents.
• Assist with policies, procedures, forms, reports, spreadsheets, correspondence, and presentations.
• Maintain accurate administrative records.
• Collect, organize, and properly store requested documentation.
• Keep shared folders, policies, forms, and internal documents current and organized.
• Coordinate with vendors and outside organizations when directed.
• Assist with office supplies, equipment, administrative workspaces, and operational needs.
• Identify incomplete administrative tasks and help move them toward completion.
• Create systems that improve organization, consistency, accountability, and follow-through.

Human Resources and Onboarding Support

• Assist with new-hire onboarding and orientation.
• Prepare onboarding packets, employee documents, and orientation materials.
• Track completion of required paperwork, training, and assigned education.
• Help coordinate employee email accounts, system access, logins, and training assignments.
• Track HIPAA training, Athenahealth training, required modules, and other assigned education.
• Assist with interview scheduling and candidate communication.
• Coordinate new-hire start dates and training schedules.
• Maintain organized employee administrative records.
• Follow up regarding incomplete documents or onboarding requirements.
• Maintain onboarding and training checklists.

This position supports HR-related administrative functions but does not independently make hiring, disciplinary, compensation, promotion, or termination decisions unless specifically delegated by leadership.

Project and Workflow Coordination

• Maintain project trackers, task lists, calendars, and follow-up systems.
• Track assignments from beginning through completion.
• Monitor deadlines and follow up regarding outstanding work.
• Assist with developing and organizing standard operating procedures, checklists, playbooks, policies, and training materials.
• Make sure completed resources are stored in accessible and organized locations.
• Identify recurring administrative or workflow problems.
• Bring repeated operational gaps or breakdowns to leadership’s attention.
• Assist with implementing new technology, workflows, systems, and office processes.
• Coordinate meetings, training sessions, staff activities, special events, and operational projects.
• Gather and organize information needed by leadership.

Communication and Follow-Through

• Draft routine internal and external correspondence.
• Communicate professionally with employees, candidates, patients, vendors, and outside organizations.
• Route questions and requests to the correct employee or department.
• Track communications requiring leadership review or response.
• Follow up when requested information has not been received.
• Help prevent communication and assignments from stalling between departments.
• Handle sensitive information with professionalism and discretion.
• Protect confidential patient, employee, financial, and business information.

The Person We Are Looking For

You may be an excellent fit for this position if you:

• Are exceptionally organized and naturally create structure.
• Enjoy lists, folders, labels, calendars, spreadsheets, trackers, and completed checklists.
• Can successfully manage several responsibilities at the same time.
• Remain calm when priorities change or multiple people need assistance.
• Can pause one assignment, handle an urgent issue, and return to the original assignment without losing track of it.
• Notice missing information, unfinished work, approaching deadlines, and details others may overlook.
• Feel satisfaction when every item has been completed, filed, confirmed, or appropriately handed off.
• Follow through without needing repeated reminders.
• Can distinguish between urgent, important, and routine responsibilities.
• Enjoy improving inefficient or disorganized processes.
• Take initiative after receiving clear direction.
• Are persistent about obtaining documents, answers, approvals, and completed assignments.
• Communicate directly, respectfully, and professionally.
• Do not assume that sending one message means the responsibility is finished.
• Take pride in creating order from chaos.

Required Qualifications

• Exceptional organizational and time-management skills.
• Strong attention to detail.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities.
• Strong follow-through and task-completion skills.
• Ability to remain productive while handling interruptions.
• Ability to create and maintain reliable administrative systems.
• Ability to track assignments, deadlines, documents, and responsible parties.
• Ability to identify urgent matters and reorganize priorities appropriately.
• Sound judgment and problem-solving ability.
• Professionalism and discretion.
• Ability to maintain confidentiality.
• Ability to work independently after receiving clear direction.
• Comfort learning new technology and administrative systems.
• Proficiency with email, electronic calendars, word processing, spreadsheets, and document management.
• Willingness to ask appropriate questions when expectations are unclear.
• Ability to determine whether a responsibility should be completed, routed, tracked, delegated, or escalated.

Preferred Qualifications

• Previous experience as an Administrative Assistant, Executive Assistant, Office Coordinator, Project Coordinator, or similar role.
• Experience supporting business owners, executives, managers, or healthcare leaders.
• Experience with employee onboarding or HR administration.
• Medical-office or healthcare experience.
• Familiarity with electronic health records or medical-office systems.
• Experience creating spreadsheets, trackers, reports, procedures, policies, or training materials.

Healthcare experience is helpful but is not required for a candidate with exceptional administrative skills, excellent follow-through, sound judgment, and the ability to learn quickly.

Understanding the Role

Being helpful does not mean personally becoming responsible for every problem that enters the office.

A successful Administrative Assistant must know when to:

• Complete a task
• Coordinate a task
• Route a task
• Track a task
• Delegate or hand off a task
• Escalate an unresolved matter

The expectation is not to say, “That is not my job.”The expectation is to make sure the right work reaches the right person and is followed through to completion.

What Success Looks Like

A successful Administrative Assistant at Pareto Clinic:

• Keeps leadership organized.
• Keeps important priorities moving.
• Maintains accurate and dependable tracking systems.
• Notices what is incomplete or overdue.
• Follows through without repeated reminders.
• Reduces the administrative burden on leadership.
• Improves communication and accountability.
• Creates clarity from scattered information.
• Helps build systems that other employees can follow.
• Makes the practice more organized, efficient, and scalable.

Pay: $18.00 - $21.50 per hour

Location: In person

By applying to this job, you agree to receive periodic text messages from this employer and Homebase about your pending job application. Opt out anytime. Msg & data rates may apply.

Powered by Homebase. Free employee scheduling, time clock and hiring tools.