Hiring for an Executive Assistant for a healthcare clinic in Boston, MA
Schedule: Monday through Friday 8am-4:30pm
Salary: $28-32/hour depending on experience
MUST have executive admin experience AND healthcare experience – previous experience supporting a high level executive and/or surgeon/s
- This person will be doing general EA duties (calendar management, travel arrangements, scheduling meetings, etc.) but will also be involved in project management (creating presentations for Dr. Salim) AND surgical scheduling, working in Epic, booking OR rooms, etc.
Job Summary
Specializes in providing administrative and secretarial support to executives or chairs (e.g., heads of divisions, departments, or administrative units). Responsibilities may include coordination and scheduling, correspondence and presentation preparation, and travel arrangements. Requires highly proficient/advanced administrative skills.
Perform secretarial and administrative duties for 3 Surgeons:
- Manage schedule, arrange appointments, travel, meetings including coordinating documents, refreshments and resources, and conference calls.
- Prepares correspondence, meeting minutes or executive summaries.
- Maintains files and office supplies, budget records, reconciles and verifies expenses, and completes reimbursements.
- Work requires some analysis and use of initiative and independent judgment.
- Remain knowledgeable of corporate policy.
- Often called upon to interpret and communicate executive or board’s intent to other employees. <
- Perform payroll functions for executive team.
- Assists other administrative/executive assistants and may assist with orientation and training of staff.
- May make contacts of a sensitive, complex, and confidential nature.
- Completes routine tasks under minimal supervision.
Surgical Scheduling:
- Works independently to complete job responsibilities and tasks, and work with the physician, staff members and management to ensure a quality-based, customer-focused flow of work.
- Provides a high level of coordination and office support to meet physician needs.
- Uses discretion and judgment to organize priorities, complete tasks and handle confidential patient information.
- Demonstrates a comprehensive understanding of the scheduling system and any updates to the system. Excellent customer service skills, patience, and adaptability are needed to interact with physicians, physician office staff and patients.
- Adheres to all departmental, administrative, hospital policies and procedures, and customer service standards 100% of the time.
- Possess the ability to communicate effectively with a variety of people in person, on the phone, and via email.
- Requires the ability to work with a minimum of supervision and perform under high pressure.
Qualifications/Requirements:
- Bachelor’s degree required. Master’s preferred
- MUST have experience as an Admin Assistant to an Executive or Chair or Sr. Leader, 3-5 years required.
- MUST have experience with high volume surgical scheduling
- Epic experience strongly preferred
Knowledge, Skills and Abilities
- Detail-oriented with the ability to enter information accurately on paper and into electronic systems.
- Ability to handle a high volume of calls and work in a fast-paced environment.
- Requires the ability to translate the request of the patient or referring office into the appropriate action – appointment scheduling or cancelling, message to the provider, update insurance or demographic information – using the tools and protocols available.
- Requires an in-depth knowledge of the referral triage processes and knowledge of insurance stipulations that may affect appointment scheduling
- Requires highly proficient/advanced administrative skills and office applications skills
- Ability to proofread and edit written documents.
- Ability to manage more complex phone calls, and give more detailed information, solving more complex issues as appropriate.
- Highly proficient in all communication skills (phone, verbal and written).
- Ability to handle sensitive information and situations with poise and professionalism.
- Strong organizational, coordination and judgment skills.
- Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
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