Job Summary:
Guiding Light Concepts, LLC is seeking a dedicated and organized Executive Assistant/Front Desk Receptionist to join our team. The ideal candidate will be the first point of contact for our clinic, providing administrative support to our executive team and ensuring smooth daily operations. Executive Assistant/Front Desk Receptionist support includes, but is not limited to the following: conducting research, handling information requests, preparing correspondence, receiving visitors, and maintaining office inventory and supplies. In addition, responsibilities include working collaboratively with clinic leadership by building trustworthy relationships, coordinating meetings and conference calls, preparing presentations, and managing the clinical director’s calendar. The ideal candidate will also implement and maintain crucial follow-up systems, assisting all departments with ad-hoc requests related to clients’ schedule, clinic operations, human resources, and administration. This position requires a thorough knowledge of clerical and office procedures as well as excellent communication skills, a friendly demeanor, and the ability to multitask in a fast-paced environment.
Duties and Responsibilities:
● Executive Assistant to Clinic Director, Operations Officer, Clinic Administrator
● Manages Clinical Director’s calendar: update calendar, schedule meetings
● Manages clinic’s calendar: update calendar, schedule meetings
● Answer incoming calls; take and send messages to appropriate providers.
● Scheduling/rescheduling appointments
● Greets visitors/clients upon arrival and proceed to check-in.
● Verify insurance benefits as needed.
● Accurately registers client’s demographic information, emergency contacts, and patient/guarantor relationships.
● Verifies and updates client/guarantor demographic information and insurance.
● Make outbound calls to remind clients of upcoming appointments, or schedule new client’s appointments
● Collects and records co-pays and payments at time of check-in.
● Maintain confidential patient information.
● Open and close front office and clinic
● Able to work independently and as a team member
● Establish and maintain professional working relationship with all staff members
● Perform other duties as assigned
Qualifications:
● Focused & Detailed Oriented
● Proven experience as a receptionist, administrative assistant, or in a similar role.
● Strong Work Ethic
● Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
● Strong organizational and time-management skills with the ability to prioritize tasks.
● Excellent verbal and written communication skills.
● Active Listening Skills
● Ability to work independently and as part of a team
● Excellent interpersonal skills.
● Professional appearance
● Helpful and positive proactive attitude.
● Experience in a healthcare or ABA (Applied Behavior Analysis) setting is a plus.
● Ability to pass 10-year background check
● Must have reliable and consistent attendance and follow all attendance policies.
Key Competencies:
● Customer Service: Demonstrated ability to provide excellent service to clients and visitors.
● Communication: Clear, concise, and professional communication skills.
● Multitasking: Ability to handle multiple tasks efficiently and effectively.
● Attention to Detail: Keen attention to detail and accuracy in all tasks.
● Discretion: Ability to handle sensitive and confidential information appropriately.
Education/Experience
A high school diploma or equivalent is required. Some college or advanced schooling is desirable. A minimum of two years’ experience in office and clerical procedures is preferred. The individual should possess a thorough working knowledge of executive assistant procedures and practices and the ability to type at least 45 words per minute. Previous experience with a medical office is preferred.
Job Type: Full-time
Pay: $20.00 - $23.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Front desk: 1 year (Required)
Ability to Commute:
- Killeen, TX 76543 (Required)
Work Location: In person
