Bilingual Administrative Assistant (English/Spanish)

Position Title

Executive Assistant

Department

Corporate Office

Reports To

Chief Executive Officer (CEO), President, and Executive Leadership Team

Position Summary

The Medical Executive Assistant provides high-level administrative and operational support to the CEO, President, and Directors of the company. This position serves as a trusted liaison between executive leadership, physicians, staff, vendors, and external partners while ensuring the efficient day-to-day operation of the corporate office. The ideal candidate is highly organized, professional, proactive, and capable of managing multiple priorities in a fast-paced healthcare environment while maintaining strict confidentiality.

Key Responsibilities

• Provide comprehensive administrative support to the CEO, President, and executive leadership team.
• Manage executive calendars, appointments, meetings, and travel arrangements.
• Coordinate and prepare meeting agendas, presentations, reports, and meeting materials.
• Record meeting minutes and follow up on assigned action items.
• Screen and prioritize phone calls, emails, and correspondence.
• Draft, proofread, and distribute professional communications, letters, and reports.
• Coordinate executive meetings, board meetings, physician meetings, and special events.
• Assist with corporate projects and strategic initiatives from planning through completion.
• Maintain confidential executive files, contracts, and corporate records.
• Serve as a liaison between executives, department directors, physicians, and outside organizations.
• Track deadlines, projects, and deliverables to ensure timely completion.
• Assist with credentialing documentation, regulatory paperwork, and healthcare compliance documentation as needed.
• Coordinate vendor communications and maintain professional business relationships.
• Monitor office supplies and coordinate purchasing for the corporate office.
• Support onboarding activities for executive-level employees and leadership.
• Organize travel itineraries, expense reports, and reimbursement documentation.
• Assist with preparation of budgets, operational reports, and executive dashboards.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform additional administrative and operational duties as assigned by executive leadership.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred.
• Minimum of 3-5 years of executive administrative experience, preferably in a healthcare or medical environment.
• Experience supporting C-suite executives is strongly preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with electronic medical records (EMR/EHR) systems is a plus.
• Ability to prioritize multiple projects while meeting deadlines.
• Exceptional attention to detail and problem-solving skills.
• Professional demeanor with outstanding interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service mindset and ability to interact with physicians, executives, and staff at all levels.

Knowledge, Skills, and Abilities

• Executive calendar management
• Project coordination
• Corporate communications
• Medical office operations
• Healthcare compliance awareness
• Meeting and event coordination
• Document preparation and editing
• Data entry and reporting
• Time management
• Critical thinking
• Professional discretion
• Multitasking in a fast-paced environment

Physical Requirements

• Prolonged periods of sitting and computer use.
• Ability to occasionally lift up to 20 pounds.
• Ability to travel occasionally between company locations, if required.

Work Environment

• Professional corporate office within a healthcare organization.
• Fast-paced environment requiring flexibility and adaptability.
• Frequent interaction with executive leadership, physicians, clinical staff, and external business partners.

Benefits

• Competitive salary
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement plan
• Professional development opportunities
• Employee wellness programs

Success in This Role

A successful Medical Executive Assistant is proactive, resourceful, highly organized, and capable of anticipating executive needs before they arise. This individual demonstrates professionalism, discretion, exceptional communication skills, and a commitment to supporting executive leadership in achieving the organization's strategic goals while contributing to a positive and efficient corporate office environment.