Administrative Assistant Office Coordinator

Job Description

Job Description

About the Role

This is a part-time, hybrid position near Everett, WA ideal for someone who thrives on organization, communication, and keeping a small but busy office running smoothly. You'll work closely with physicians, board members, attorneys, and vendors to coordinate everything from contracts to social events.

Key Responsibilities

Contracts & Partnership Coordination

• Prepare, route, and track contracts through DocuSign
• Coordinate partnership agreement/separation paperwork and timelines with the group's attorneys
• Maintain organized records of executed agreements and follow up on outstanding signatures

Meeting Support & Governance

• Prepare agendas, take and distribute meeting minutes for board, business, operations, and strategic planning meetings (approx. 2–3 virtual meetings/month; ~10 in-person meetings/year)
• Reserve meeting spaces and coordinate catering for in-person meetings
• Send meeting invitations and manage RSVPs/calendar logistics
• Record and maintain attendance records for all meetings

Communications & Digital Presence

• Maintain and update the company website with current content
• Coordinate with Human Resources and the external IT vendor to facilitate timely setup and deactivation of employee email accounts and network access as part of onboarding and off-boarding
• Develop and maintain the organization's social media presence to enhance brand visibility, engagement, and community outreach
• Maintain and organize the SharePoint site, ensuring documents are current and easy to locate
• Manage and update email and text/SMS listservs for group communications
• Coordinate and distribute company-wide surveys, ensuring timely communication and supporting feedback collection

Events & Culture

• Partner with the Social Chair to plan and execute quarterly social/team-building events
• Handle logistics, vendor coordination, and budgets for events as needed

Operations

• Answer office phone and messages, routing calls/inquiries as appropriate
• Process and submit medical records requests to the billing company
• Schedule Administrator on Call weeks in ShiftAdmin and coordinate swaps as needed
• Check office mailbox and distribute mail into hospital mailboxes (monthly)
• Coordinate scrub ordering for physician staff (sizing, ordering, tracking, distribution)
• Manage memberships and subscriptions
• Process payment of Medical Staff dues
• Track and maintain medical professional licenses to ensure ongoing compliance; post updates in HRIS system
• Handle professional society membership renewals
• Coordinate and manage the night-shift draft process
• Provide general administrative support to physician leadership as needed

Finance Manager Support

• Submit corporate credit card receipts and supporting documentation to the Finance Manager for timely reconciliation and accurate record keeping
• Download monthly reconciliation statements and upload supporting PDF documentation to the HRIS system as needed
• Track and monitor hours to determine and maintain benefit eligibility in accordance with applicable policies

Special Events & Medical Director Support

• Support the ED Medical Director with planning and coordination of one-off events (e.g., EM RN Day, EMS Week)

Qualifications

• 2+ years of administrative, office coordination, or executive assistant experience (healthcare or professional services environment a plus)
• Strong written communication skills, particularly for meeting minutes and correspondence
• Comfortable managing multiple priorities independently in a hybrid/part-time role
• Proficiency with Microsoft Office/SharePoint, DocuSign, and basic website content management
• Experience with email/SMS listserv or distribution list tools (e.g., Mailchimp, Constant Contact, or similar) a plus
• Discretion in handling confidential business and legal documents
• Reliable transportation for occasional in-person meetings and events in Everett, WA

Preferred Skills

• Prior experience supporting a physician group, medical practice, or board of directors
• Familiarity with basic bookkeeping or vendor/contract management
• Event planning experience
• Comfortable using AI tools (e.g., transcription/summarization software) to support meeting documentation efficiently

To apply, please submit your resume and a brief cover letter. Interviews will be conducted confidentially; company details will be disclosed to candidates who advance in the process.