Executive Assistant Jobs

General Description
Performs and coordinates activities for the Practice Administrator, physicians, management, and other staff as necessary. Assists management, as well as physicians, through the utilization of clerical, organizational and communication skills, in achieving defined objectives.
Specific Job Duties

• Accounts Payable: Pays all approved bills for Carolina Ophthalmology, PA, and Carolina Properties I and II in a timely manner. Inputs the invoice amounts and properly documents accounts in QuickBooks. Mails checks in a timely manner.
• Marketing: Assists Practice Administrator in the timely submission of practice advertisements in yellow page directories and other publications as necessary. Assists in the proofing of marketing materials as requested. Assists, where needed, in preparing for and participating in marketing functions such as health fairs.
• Mail: Opens and distributes all mail and faxes in a prompt, efficient manner.
• Demonstrates willingness to assume responsibility, encourages pro-active resolution of work related issues through open communication, professional behavior and appropriate utilization of polices and procedures. Complies with and supports all regulatory requirements of OSHA and other federal, state and local regulatory bodies.
• Demonstrates commitment to collaboration and teamwork and demonstrates the ability to adapt to continuous change in a flexible and positive manner.
• Maintains close communications with Practice Administrator regarding all matters that could impact the practice, including financial and human resource issues.
• Processes retirement fund worksheets for 401K Plan and company matching funds on a biweekly basis and sends electronically to investment firm.
• Completes other tasks as assigned by the Practice Administrator or Physicians.
• Files: Maintains accurate and up-to-date records on all accounts payable, maintenance agreements, insurance contracts, bank records, and all other accounts assigned by the Practice Administrator.
• Financial: Maintains accurate financial records in QuickBooks, including proper allocation of expenses, accurate and timely documentation of electronic fund transfers, and monthly balancing of the checking account. Deals directly with accountants on concerns or questions regarding checking accounts.
• Employee Orientation: Assists manager with orientation of new employees. Verifies completion of all necessary benefit forms by new employees. Explains details of company benefits, phone system, light system, and assists with introduction of new hires to staff and physicians.
• Travel: Makes all travel arrangements and sets itineraries for business and CME trips for Practice Administrator and physicians.
• Human Resources: Keeps track of all vacation/sick time for all employees. Assists Practice Administrator with maintenance of human resource employee files, including completion of orientation forms. Ensures the timely processing of benefits forms for all new hires.
• Credentialing: Maintains credentials for all physicians with appropriate insurance companies. Keeps all state and federal licenses current for physicians.
• Demonstrates commitment to promoting an atmosphere of respect, caring, and sensitivity for our diverse population of patients, visitors, employees, and others. Exercises sound judgment in decision-making and understands importance of confidentiality.
• Supplies/Forms: Orders all office supplies and forms for Hendersonville and Asheville. Maintains a master file for all forms and ensures appropriate processes are followed for form changes.
• Creates reports, memos, letters and handouts as requested or needed by the Practice Administrator or Physicians.
• Phones: Answers all phone calls for physicians. Screens the call and takes messages or informs doctor of phone call as appropriate.
• Demonstrates commitment to the highest standards of administrative operations, customer service and ethical behavior. Participates in projects related to Continuous Quality Improvement.
• Handles all confidential information discreetly and in a professional manner.
• Payroll: Responsible for managing payroll process, including keeping records of all time cards and payroll files, calculating taxes and deductions, manually entering bonus checks, and inputting payroll electronically to ADP.

Physical Demands
May require extended periods of sitting, walking, or standing. Position will utilize computers, fax machines, copy machines and other office equipment. May require extensive periods of concentration at a computer terminal.
Educational Requirements/Skill Set
Requires a high school education or equivalent; some college or college degree preferred. Requires a minimum typing skill of 45 words per minute. Requires computer experience utilizing Microsoft Windows, Word and Excel. Experience in accounts payable is preferred. Strong organizational and interpersonal skills are required.