Executive Assistant / Administrative Coordinator

Executive Assistant / Administrative Coordinator

Minnesota Oral and Facial Surgery is a leading surgical practice dedicated to delivering the highest quality, compassionate surgical care to every patient we serve. Our practice is led by Dr. Deepak Kademani, DMD, MD, FACS, a nationally recognized oral and maxillofacial surgeon. We provide a broad scope of oral and maxillofacial surgery and head and neck surgery, including complex implant-based oral reconstruction.

At Minnesota Oral and Facial Surgery, we strive to create a collaborative, accessible healing environment where passionate, driven individuals thrive while improving and sustaining the health of our patients. Our providers and staff are devoted to delivering comprehensive care for patients of all ages and fostering lasting relationships with patients and their families.

Position Summary

Minnesota Oral and Facial Surgery is seeking a highly organized, proactive, and professional Executive Assistant / Administrative Coordinator to support the Owner/CEO and assist with daily administrative operations. The ideal candidate is adaptable, detail-oriented, and able to effectively manage multiple priorities in a fast-paced healthcare environment.

Qualifications

• Ability to analyze processes and information, identify problems and trends, and develop effective solutions and strategies
• Excellent communication, leadership, coaching, and conflict resolution skills
• Strong organizational, interpersonal, and customer service skills
• Ability to prioritize tasks, adapt to changing needs, and maintain strong follow-through
• Strong computer skills and familiarity with electronic medical records (EMR/EHR) systems
• Ability to work independently while effectively balancing multiple responsibilities
• Professionalism and discretion when handling confidential information

Typical Duties and Responsibilities

• Provide comprehensive administrative and executive support to the Owner/CEO and leadership team.
• Manage calendars, coordinate appointments, and schedule internal and external meetings while ensuring efficient time management.
• Prepare, organize, and maintain confidential documents, reports, presentations, and correspondence.
• Serve as a primary point of contact for internal staff, providers, vendors, and external business partners.
• Coordinate practice-related projects and follow through on assigned tasks to ensure timely completion.
• Organize and assist with staff meetings, company events, promotional activities, conferences, and training sessions.
• Draft and distribute weekly staff newsletters, announcements, and internal communications.
• Monitor and respond to emails, phone calls, and other communications in a professional and timely manner.
• Assist with onboarding coordination, credentialing support, and other administrative HR-related functions as needed.
• Maintain organized filing systems, records, and office documentation in compliance with company policies and HIPAA regulations.
• Support office operations by ordering supplies, coordinating vendors, and assisting with facility-related needs.
• Run various professional and personal errands for the Owner/CEO as requested.
• Track assignments, deadlines, and priorities while proactively identifying opportunities to improve workflow efficiency.
• Handle sensitive and confidential information with the highest level of professionalism and discretion.
• Assist with social media coordination, marketing initiatives, and promotional event planning as needed.
• Collaborate with clinical and administrative teams to support daily operations and maintain a positive patient experience.
• Maintain patient privacy and confidentiality at all times in accordance with HIPAA regulations.
• Perform additional duties and special projects as assigned.