Administrative and Executive Support

Job Description

Job Description

Description:

Position Summary

The Executive Assistant and Assistant Practice Manager reports directly to the Chief Executive Officer. The position begins with a primary focus on confidential executive support, calendar and meeting coordination, communications, reporting, and follow-through. As the employee completes training and demonstrates competency, the role progressively assumes delegated medical clinic operations responsibilities, including staff workflow support, patient flow, scheduling, clinic readiness, and operational follow-up. The role requires medical clinic experience, strong technology and reporting skills, exceptional organization, and the ability to manage competing executive and operational priorities. This position supports clinical operations but does not direct clinical care or override the judgment of licensed providers.

Executive Assistant Responsibilities

• Manage the CEO calendar, appointments, meetings, deadlines, and competing priorities using Microsoft Outlook.
• Monitor and organize executive email or shared mailboxes as directed; identify time-sensitive matters, draft responses, and support timely follow-up.
• Coordinate leadership, board, committee, internal, and external meetings, including invitations, agendas, virtual links, rooms, technology, and supporting materials.
• Attend assigned meetings, record accurate minutes, maintain action-item lists, distribute follow-up materials, and track commitments through completion.
• Draft, edit, format, and proofread correspondence, reports, presentations, policies, spreadsheets, announcements, and other executive documents.
• Create and maintain Excel trackers, reports, schedules, contact lists, and data summaries using formulas, sorting, filtering, and professional formatting.
• Conduct research, compile information, prepare briefing materials, and organize documents needed for executive decisions or meetings.
• Maintain organized executive files and records using Microsoft 365, Teams, SharePoint, and OneDrive in accordance with confidentiality and retention expectations.
• Coordinate executive communications and serve as a professional liaison with employees, providers, patients, vendors, community partners, and other stakeholders.
• Assist with executive projects, presentations, event coordination, travel arrangements, expense documentation, and other administrative needs as assigned.
• Anticipate upcoming deadlines and information needs, provide reminders, and independently follow up on delegated items within assigned authority.
• Maintain strict confidentiality when handling patient, employee, financial, legal, board, and organizational information.
• Perform additional executive and administrative support duties based on organizational needs.

Progressive Assistant Practice Manager Responsibilities

• Assume clinic operations responsibilities in stages based on completed training, demonstrated competency, organizational need, and authority delegated by the CEO.
• Support consistent day-to-day operations across Alium Health clinic locations and communicate operational concerns, staffing needs, and recommended solutions to the CEO.
• Assist with daily staffing coverage, schedules, time-off coordination, opening and closing readiness, and workload adjustments.
• Monitor patient flow, wait times, appointment access, check-in and check-out processes, and clinic communication to identify barriers and improve service.
• Provide day-to-day guidance, coaching, and workflow support to front-office and clinical support staff within assigned authority.
• Help onboard and train employees on clinic procedures, customer service expectations, technology, and administrative workflows.
• Serve as an operational resource for staff and provide day-to-day clinic leadership coverage within the authority delegated by the CEO.
• Support provider schedule management, room utilization, appointment templates, cancellations, no-shows, and clinic coverage planning.
• Track referrals, prior authorizations, patient messages, medical records requests, and other administrative work to support timely completion.
• Assist with patient concerns and service recovery; promptly escalate clinical, privacy, compliance, safety, or legal concerns.
• Help ensure clinic operations follow organizational policies, HIPAA, OSHA, infection-control, payer, and workplace-safety requirements; support audits, quality activities, and incident follow-up.
• Monitor supplies, equipment, facility concerns, and routine technology needs; coordinate resolution with the appropriate department or vendor.
• Assist the CEO with operational projects, research, reporting, implementation, and process improvements.

Required Qualifications

• High school diploma or equivalent required; associate degree or college coursework in healthcare administration, business, or a related field preferred.
• At least two years of experience working in a medical clinic, physician practice, behavioral health clinic, or comparable healthcare setting.
• Experience providing administrative support to a manager, executive, or leadership team, including calendar management, meeting coordination, correspondence, and follow-up.
• Working knowledge of medical office operations, appointment scheduling, patient registration, insurance verification, and patient-service workflows.
• Experience supporting staff workflows, training employees, coordinating daily operations, or serving as a lead is required.
• Strong working knowledge of Microsoft Outlook, Word, Teams, and shared electronic file systems.
• Proficiency in Microsoft Excel, including data entry, formatting, sorting, filtering, basic formulas, and maintaining operational trackers.
• Experience using an electronic health record and the ability to learn new healthcare and business applications.
• Knowledge of HIPAA, patient confidentiality, professional boundaries, and medical office safety expectations.
• Strong written and verbal communication, organization, problem-solving, and time-management skills.
• Ability to travel between clinic locations as operational coverage requires.

Preferred Qualifications

• Three or more years of medical clinic or healthcare operations experience.
• One or more years of lead, supervisory, or assistant-management experience.
• Experience in an integrated primary care and behavioral health setting.
• Experience with NextGen Enterprise or a comparable electronic health record.
• Experience creating operational reports, productivity trackers, meeting minutes, schedules, or process documentation.

Core Competencies

• Medical clinic operations and patient-service awareness
• Technology aptitude and data accuracy
• Staff support, coaching, and accountability
• Organization, prioritization, and follow-through
• Professional communication and service recovery
• Executive presence and professional business communication
• Confidentiality, discretion, and sound judgment
• Adaptability and collaborative problem-solving

Work Environment and Physical Requirements

This position works in active medical clinic and office environments and requires regular movement throughout the clinics as well as use of computers, phones, and standard office equipment. The employee must be able to communicate effectively, remain seated or standing for routine periods, travel between clinic locations, and occasionally move or lift office materials weighing up to 20 pounds. Reasonable accommodations may be provided to qualified individuals with disabilities.