Administrative & Operations Assistant

Job Description

Job Description

Greater Maryland Pain Management is seeking a highly organized, dependable, and resourceful Administrative & Operations Assistant to support our growing, multi-location medical practice and provide professional and personal administrative assistance to our CEO.

This is a hands-on position with a wide variety of responsibilities, including recruiting, employee onboarding, provider credentialing, purchasing, vendor coordination, office operations, and executive assistance.

The position also includes personal assistant responsibilities for the CEO, such as scheduling personal appointments, coordinating vehicle and household services, organizing personal documents, and handling errands and other requests.

We are looking for someone who takes initiative, stays organized, follows through on assignments, and can independently manage multiple priorities without requiring constant supervision.

Key Responsibilities

Administrative & Employee Support

• Coordinate recruiting activities, interviews, reference checks, and employee onboarding.
• Maintain employee records, provider files, and administrative trackers.
• Assist with employee benefits, payroll-related paperwork, training records, and employee departures.
• Track important deadlines, renewals, and outstanding administrative requests.

Provider Credentialing & Practice Support

• Gather and organize provider credentialing documents, licenses, certifications, and insurance information.
• Communicate with credentialing companies, insurance carriers, and other vendors regarding outstanding requirements.
• Track applications, approvals, renewals, and provider information updates.
• Assist with medical equipment supplier applications and other practice-related documentation.

Purchasing, Vendors & Office Operations

• Order medical, office, laboratory, and IT supplies and monitor inventory needs.
• Coordinate deliveries, returns, vendor credits, and outstanding orders.
• Schedule facility repairs, maintenance, cleaning, and other services across practice locations.
• Communicate with landlords, contractors, vendors, and service providers.
• Assist with office openings, relocations, equipment distribution, and operational projects.

Financial & Technology Administration

• Organize invoices, prepare approved payments, and follow up on billing discrepancies or vendor credits.
• Maintain payment records, recurring reminders, and related administrative documentation.
• Coordinate employee computer, phone, and system access requests.
• Work with IT and software vendors to resolve routine equipment or system issues.

Executive & Personal Assistant to the CEO

• Manage professional and personal calendars, appointments, meetings, and reminders.
• Coordinate business and personal travel, reservations, and scheduling.
• Schedule personal appointments, including veterinary visits, vehicle maintenance, medical appointments, and household services.
• Assist with personal errands, purchases, deliveries, returns, and other logistical arrangements.
• Scan, organize, and maintain confidential personal documents, including tax records, financial paperwork, and insurance information.
• Coordinate with personal service providers, contractors, and vendors on behalf of the CEO.
• Assist with correspondence, research, special projects, and other professional or personal requests.
• Anticipate needs, track commitments, and ensure assigned tasks are completed.
• Maintain strict confidentiality regarding the CEO's professional and personal affairs.

Meetings, Projects & General Administrative Support

• Schedule meetings, organize materials, and track follow-up items.
• Maintain organized electronic files, policies, procedures, and administrative records.
• Assist with staff events, provider meetings, marketing materials, and special projects.
• Support leadership with scheduling, communications, and operational coordination.
• Perform other administrative, operational, executive, personal assistance, and related duties as assigned.

Qualifications

• Previous administrative, office operations, executive assistant, or personal assistant experience required.
• Experience in a medical practice or healthcare environment preferred.
• Excellent organizational skills and attention to detail.
• Strong communication, problem-solving, and time-management skills.
• Ability to independently manage multiple responsibilities and follow through without repeated reminders.
• Proficiency with Microsoft Office, email, calendars, spreadsheets, and electronic filing systems.
• Comfortable learning new software and administrative processes.
• Professional, discreet, dependable, and trustworthy.
• Ability to handle confidential business, employee, patient, financial, and personal information.
• Flexible and willing to assist with a variety of responsibilities, including occasional off-site errands.

Who Will Succeed in This Role?

The ideal candidate is someone who enjoys variety, takes ownership of their work, and finds satisfaction in keeping things organized and running smoothly.

You should be comfortable switching between tasks such as coordinating a new employee's onboarding, following up with a vendor, scheduling a facility repair, organizing confidential documents, and arranging a personal appointment for the CEO.

We value individuals who are proactive, resourceful, reliable, and able to recognize what needs attention without always being told what to do.

Additional Responsibilities

This description provides an overview of the position and is not an exhaustive list of duties. The employee will be expected to perform other reasonable duties as assigned by practice leadership or the CEO, including business-related and personal administrative responsibilities that may not be specifically identified above.