Job Type: Full-Time
Schedule: Monday-Friday; 9:00AM- 6:00 PM, additional hours, evenings, and weekends as needed
Work Location: In Person
Reports To: Chief Executive Officer (CEO) and Chief Medical Officer (CMO)
Administrative Assistant to the CEO & CMO
Access Health Care Physicians, LLC
Position Summary
Access Health Care Physicians is seeking a highly organized, professional, and discreet Administrative Assistant to provide executive-level support to the Chief Executive Officer (CEO) and Chief Medical Officer (CMO).
This position plays a critical role in supporting executive operations and assisting with strategic, legal, compliance, operational, and administrative initiatives across the organization. The ideal candidate is detail-oriented, resourceful, capable of managing competing priorities, and comfortable handling highly confidential and sensitive information with the utmost professionalism.
The Administrative Assistant serves as a trusted partner to executive leadership and must exercise sound judgment, maintain strict confidentiality, and demonstrate exceptional organizational, communication, and follow-through skills. Candidates with a background in legal administration, paralegal work, risk management, healthcare administration, executive support, or compliance are strongly encouraged to apply.
Essential Duties and ResponsibilitiesExecutive Support
- Provide administrative support to the CEO and CMO.
- Manage complex calendars, schedules, appointments, and meeting coordination.
- Prepare meeting materials, reports, presentations, correspondence, agendas, and executive summaries.
- Coordinate executive meetings, conference calls, board meetings, and special events.
- Assist with travel arrangements, accommodations, and itineraries as needed.
- Monitor and prioritize communications, emails, and requests directed to executive leadership.
- Serve as a liaison between executives, providers, management, employees, vendors, attorneys, consultants, and external business partners.
- Maintain executive files and records with accuracy and confidentiality.
Corporate Administration
- Assist with coordinating insurance applications, renewals, and related business documentation.
- Prepare and submit permits, licenses, registrations, and renewals for company locations.
- Maintain corporate records, contracts, lease agreements, and business documents.
- Track organizational deadlines, compliance requirements, and renewal dates.
- Assist with special projects, business initiatives, and operational tasks as assigned by executive leadership.
- Create, update, and maintain spreadsheets, databases, reports, and filing systems.
- Support executive projects involving multiple departments and stakeholders.
Legal, Compliance, and Risk Management Support
- Assist with the preparation, tracking, and management of contracts, employment agreements, independent contractor agreements, amendments, and other legal documents.
- Coordinate with outside legal counsel, insurance carriers, consultants, and regulatory agencies as directed.
- Assist with litigation support, claims management, legal correspondence, and document organization.
- Track subpoena requests and coordinate documentation with the Medical Records Department.
- Assist with automobile accident claims, incident documentation, and insurance reporting.
- Prepare summaries, timelines, reports, and supporting documentation for legal and compliance matters.
- Maintain records related to compliance, regulatory requirements, licensure, accreditation, insurance, and risk management activities.
- Support audits, investigations, regulatory inquiries, and internal reviews.
- Maintain legal files, confidentiality agreements, and document retention systems.
- Assist with policy and procedure updates and document control processes.
- Monitor designated legal and executive email inboxes and route correspondence appropriately.
Project Coordination
- Coordinate follow-up activities and assignments on behalf of executive leadership.
- Track deadlines and action items to ensure timely completion.
- Gather information and prepare reports for executive review.
- Work collaboratively with multiple departments to support organizational initiatives.
- Maintain accurate records of ongoing projects and executive requests.
Confidentiality and Professionalism
- Handle confidential personnel, financial, legal, provider, operational, and organizational information with the highest level of discretion.
- Maintain strict confidentiality regarding executive discussions, business strategies, employee matters, patient-related information, and proprietary company information.
- Exercise independent judgment and professionalism when managing sensitive communications and requests.
- Demonstrate professionalism, diplomacy, and sound decision-making in all interactions.
Additional Responsibilities
- Answer and direct calls, messages, and inquiries professionally.
- Maintain office organization and administrative processes.
- Assist with onboarding paperwork, executive correspondence, and document preparation.
- Perform additional administrative duties and special projects as assigned by the CEO or CMO.
QualificationsEducation and Experience
- High School Diploma or equivalent required.
- Associate's Degree or Bachelor's Degree preferred.
- Minimum of three (3) years of administrative, executive assistant, legal assistant, healthcare administration, corporate administration, or related office experience preferred.
- Experience supporting senior executives or leadership teams strongly preferred.
- Healthcare industry experience preferred.
Preferred Legal Background
- Experience as a Legal Assistant, Paralegal, Litigation Assistant, Contract Administrator, Risk Management Coordinator, Corporate Administrator, or Executive Assistant supporting legal functions strongly preferred.
- Working knowledge of legal terminology, contracts, litigation support, subpoenas, insurance claims, and document management practices.
- Experience coordinating with attorneys, insurance carriers, governmental agencies, and regulatory organizations preferred.
- Experience in healthcare compliance, risk management, credentialing, or physician practice administration is a plus.
- Paralegal Certificate or Legal Studies coursework preferred but not required.
Knowledge, Skills, and Abilities
- Exceptional organizational and time-management skills.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple projects and deadlines simultaneously.
- Excellent verbal and written communication skills.
- Strong critical-thinking and problem-solving abilities.
- Ability to work independently with minimal supervision.
- Professional demeanor and exceptional customer service skills.
- Advanced proficiency in:
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Teams
- Ability to create professional reports, spreadsheets, presentations, and executive correspondence.
- Ability to maintain confidentiality and handle sensitive information at all times.
Confidentiality Requirements
Due to the nature of this position, the selected candidate will have access to confidential business, personnel, legal, financial, provider, and operational information. Maintaining confidentiality and professional discretion is an essential function of this role. Breaches of confidentiality may result in disciplinary action, up to and including termination of employment.
Additional Requirements
- Valid driver's license and reliable transportation.
- Ability to travel occasionally between company office locations.
- Ability to sit, stand, and work at a computer for extended periods.
- Must be able to manage multiple responsibilities in a fast-paced environment.
- Must be flexible with work hours and available to work evenings and weekends as needed to support executive and organizational priorities.
- Ability to adapt to changing business needs and priorities while maintaining a high level of professionalism.
Why Join Access Health Care Physicians?
- Work directly with executive leadership.
- Exposure to strategic healthcare operations, legal administration, and corporate initiatives.
- Opportunity to make a meaningful impact within one of Florida's leading physician groups.
- Collaborative and professional work environment with opportunities for growth and development.
Job Type: Full-Time
Schedule: Monday-Friday; additional hours, evenings, and weekends as needed
Work Location: In Person
Reports To: Chief Executive Officer (CEO) and Chief Medical Officer (CMO)
Pay: From $18.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
