An Executive Administrative Assistant provides high-level administrative and clerical support to the Administrator and the Assistant Administrator of the practice. The Executive Administrative Assistant duties can include managing schedules, preparing documents, coordinating travel, and handling communications. They play a vital role in ensuring the efficient operation of an executive's office and supporting their overall productivity. Essential Functions Essential Functions Administrative · Answer and direct all incoming phone calls for Administration. · Schedule (including updating calendars) and confirm meetings as requested by Administrator and Assistant Administrator · Maintain the board room calendars and update meeting notification signs as often as necessary. · Compose and distribute interoffice memos, e-mails and other correspondence for Administrator and Assistant Administrator. · Develop for final approval the annual schedule of dates for corporate meetings including but not limited to: ECOP Board, PEESC Board, ECOP EC, Dept Head, OD Board Meetings, LASIK and Marketing Committee Meetings. · Attend meetings when directed and assist with meeting logistics as required. · Assist with received patient complaints and provide to Assistant Administrator, or Administrator in their absence. · Provide daily support as needed in resolving questions, concerns from physicians, vendors and staff. · Maintain paper and digital files for ECOP, Administrator and Assistant Administrator. · Update forms as requested by staff. Credentialing · Under the direction of the Assistant Administrator, perform credentialing steps needed to add a new doctor to the practice. · Complete physician, practice, credentialing when required for new and renewal re-credentialing with insurance carriers. Materials, Marketing and Events · Verify stock of all marketing materials including but not limited to brochures, business cards, pens, etc as well as printed practice documents. · Coordinate participation at health fairs, expos, etc. as assigned. · Assist coordinator with duties associated with the Annual Optometric Education Program (OEP). · Assist HR Manager with coordination of “morale booster days” at all of the offices. Assist HR Manager with office related “party” activities such as showers, retirement luncheons, etc. Required Work Experience 3 to 5 years Experience: Minimum of 5 years' experience (or related duties) as an administrative assistant. High level of working knowledge of Microsoft Office products. Experience with Adobe software preferred. Ability to use calendar managing software. Education Required: Training in a vocational school, related on the job training and/or an associate’s degree in a relevant field. Physical Demands and Work Environment · Organized and has a high level of attention to details · Proficient Administrative skills · Problem Solving Skills- Actively looking for assist as needed and being an active listener. · Communication Skills-Written and Verbal- o Knowledge of the structure and content of the English language including spelling, grammar. o Customer/Patient and Inter-Personal Skills-Knowledge of principles and processes for providing excellent patient/customer service and having good inter-personal skills when relating to others. o Communicating with others to convey information effectively. Skills: Attention To Detail, Communication Skills, Customer Service, Data Entry, Hipaa Compliance, Interpersonal Skills, Medical Terminology, Problem-solving, Organizational Skills, Time Management, Calendar Management, Administrative Support, Meeting Coordination, Multitasking Abilities, Prioritization Skills, Document Management, Confidentiality Practices, Report Preparation, Expense Reporting, Travel Arrangements, Team Collaboration |