Executive Assistant

Job Title: Executive Assistant

Department: Administration

Reports To: Practice Administrator

FLSA Status: Non-Exempt (hourly)

Work Schedule: Monday-Friday, 8:00 A.M. - 5:00 P.M.

Summary: As an Executive Assistant at our private practice orthopedic office, you will play a vital role in supporting our team in delivering exceptional patient care.

This position requires compliance with OrthoEast's compliance standards, including its Code of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element required as part of the job duties, and considered during performance evaluations.

Essential Duties and Responsibilities:

• Provide direct administrative support to the Practice Administrator, including calendar management, task tracking, and correspondence

• Assist with the coordination of staff schedules, meetings, and internal communications

• Support payroll processes by reviewing timekeeping data, assisting with audits, and maintaining attendance records

• Help compile and prepare reports related to various HR metrics

• Maintain accurate employee records and assist with onboarding documentation and compliance filings

• Respond to internal and external inquiries in a professional, timely manner

• Maintain confidentiality and ensure compliance with HIPAA and workplace privacy regulations

• Coordinate student internship programs, including communication with schools, scheduling interviews, and managing documentation

• Organize shadowing opportunities for prospective employees or students by scheduling appropriate dates, and confirming staff availability

• Serve as the first point of contact for visitors, including potential employees, students, and external partners; professionally greet and escort guests to meetings, ensuring a welcoming and organized experience

• Act as direct MOD Line Support for the Practice Administrator by addressing immediate operational concerns, relaying urgent messages, and ensuring timely follow-up on critical tasks or issues

• Perform other duties as required

In collaboration with Leadership Team, support the review, audit, improvement, and problem-solving tasks for the following job duties:

Front Desk Operations: Support email appoint requests and help manage appointment scheduling using electronic medical records (EMR) system.

Record Maintenance: Organize and maintain patient records, ensuring accuracy and confidentiality.

Billing Team: Processing insurance claims, verifying insurance coverage, and following up on outstanding payments.

Patient Communication: Communication with patients regarding appointment reminders, follow-up care instructions, and handling inquiries in a professional and courteous manner through digital platforms such as EMR texting and secure emailing.

Although you will not be required to fill any of these roles, there are times when administrative team has to jump in to help solve problems and/or find efficiencies. As part of the administrative team, a high-level understanding and basic competency in these roles is expected.

Required Skills & Abilities:

• Strong organizational and multitasking skills with a high attention to detail

• Excellent verbal and written communication

• Proven ability to manage confidential information with discretion

• Friendly, professional demeanor with strong interpersonal skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and general office management tools

• Initiative and problem-solving abilities to manage multiple responsibilities effectively

• Ability to work both independently and collaboratively in a healthcare setting

Education and/or Experience:

• High School Diploma required; Associate or Bachelor's Degree preferred

• 1-3 years of experience in an administrative setting

• Working knowledge of insurance documentation processes, contract review, compliance support, and care navigation

Required Behaviors:

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; use hands and fingers, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to sit and stop, kneel, or crouch. Occasionally lifting and/or moving up to 20 pounds.