Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant

Location: Design Neuroscience Center
Employment Type: Full-Time
Reports To: President, Medical Practice

Position Summary

The Administrative Assistant provides high level administrative, organizational, and project support across the medical practice, hospital, and clinic. This role is responsible for tracking and coordinating all tasks delegated by the President, maintaining oversight of the President’s multiple leadership responsibilities, and ensuring timely follow-up and execution across team and departments. The position requires exceptional communication, discretion, and an ability to work proactively in a fast- paced clinical and administrative environment.

Key Responsibilities

Executive Support

• Manage the provider’s calendar, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, presentations, reports, and supporting documentation.
• Maintain and organize executive files, records, and correspondence.
• Handle incoming and outgoing communications on behalf of the provider, including email triage and phone calls.

Operational & Administrative Management

• Coordinate executive-level meetings, including board, leadership, and cross-departmental sessions.
• Document and distribute meeting minutes and track follow-up tasks and deadlines.
• Assist with project coordination and project management for strategic initiatives and practice-wide programs.
• Support the preparation of operational reports, metrics, and performance documentation.

Communication & Relationship Management

• Serve as a liaison between the provider and internal teams, physician partners, external vendors, and other stakeholders.
• Draft, proofread, and edit communications, memos, policies, and professional correspondence.
• Uphold a high standard of professionalism and customer service in all interactions.

Compliance & Confidentiality

• Maintain strict confidentiality of clinical, operational, financial, and personnel information.
• Ensure compliance with HIPAA and other applicable healthcare regulatory requirements in all administrative processes.

Office & Practice Support

• Oversee logistical planning for events, trainings, retreats, and special projects.
• Manage expense reports, reimbursements, and procurement of administrative supplies.
• Identify opportunities to improve administrative processes and increase efficiency across the practice.

Qualifications

• Bachelor’s degree preferred, or an equivalent combination of education and experience.
• Prior experience supporting senior executives; healthcare or medical practice experience strongly preferred.
• Exceptional organizational and time-management skills with strong attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite; experience with EMR/PM systems and general office technology preferred.
• Ability to work independently, prioritize competing tasks, and adapt to shifting demands in a dynamic environment.
• High level of professionalism, discretion, integrity, and commitment to confidentiality.

Key Competencies

• Proactive problem solver
• High attention to detail
• Strong follow-through
• Discretion & confidentiality
• Excellent interpersonal skills
• Ability to manage and provide structured feedback
• Adaptability in a dynamic clinical environment

Physical Demands:

• Ability to sit, stand, and walk for extended periods
• Manual dexterity to operate office equipment and handle documents
• Occasionally required to reach, bend, stoop, push, pull, and lift up to 25 pounds
• Vision requirements include close, distance, and depth perception, as well as the ability to adjust focus