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Administrative Assistant to the

CEO & CMO

Access Health Care Physicians, LLC Job Type:

Full-Time Schedule:

Monday-Friday, 9:00 AM - 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) Position Summary Access Health Care Physicians is seeking a highly organized, professional, and discreet Administrative Assistant to provide high-level executive support to the Chief Executive Officer (CEO) and Chief Medical Officer (CMO). This position plays a critical role in streamlining executive operations, coordinating cross-departmental projects, managing corporate documentation, and maintaining administrative workflow across the organization. The ideal candidate is detail-oriented, resourceful, and comfortable managing competing priorities while handling confidential information with the utmost discretion. As an active Notary Public , the candidate will also provide notarization services for official company agreements, corporate documents, and executive correspondence as required. Essential Duties and ResponsibilitiesExecutive Support Provide comprehensive administrative support to the CEO and CMO. Manage complex executive calendars, schedules, appointments, and meeting coordination. Prepare meeting materials, reports, presentations, agendas, and executive summaries. Coordinate executive meetings, conference calls, board meetings, and special events. Assist with travel arrangements, accommodations, and detailed itineraries. Monitor, screen, and prioritize incoming emails, communications, and requests directed to executive leadership. Serve as a professional liaison between executives, providers, management, staff, vendors, and external business partners. Maintain executive files and record-keeping systems with accuracy and confidentiality. Notary Public & Corporate Administration Serve as an active Notary Public for corporate documents, contracts, affidavits, and executive filings. Assist with tracking and coordinating corporate filings, permit renewals, licenses, and location registrations. Maintain organized corporate records, vendor contracts, lease agreements, and business documents. Track organizational deadlines, license renewal dates, and compliance requirements. Assist with special administrative projects and operational tasks as assigned by executive leadership. Create, update, and maintain executive spreadsheets, databases, tracking logs, and filing systems. High-Level Administrative & Operational Support Assist with basic contract routing, signature tracking, and administrative document control. Route legal correspondence, subpoena requests, and incoming notices to the appropriate internal departments or external legal counsel as directed. Help gather and organize administrative documentation for routine corporate audits or organizational reviews. Assist with updating organizational policies, procedures, and internal reference guides. Monitor designated executive email inboxes and route correspondence appropriately. Project Coordination Coordinate follow-up activities and action items on behalf of executive leadership to ensure timely completion. Gather information and build structured progress reports for executive review. Collaborate with department heads to support company-wide operational initiatives. Maintain detailed tracking records for ongoing executive initiatives. Confidentiality and Professionalism Handle confidential personnel, financial, operational, and organizational information with strict discretion. Maintain confidentiality regarding executive discussions, business strategies, and proprietary company information. Exercise sound judgment, diplomacy, and professionalism in all internal and external interactions. Additional Responsibilities Answer and direct executive-level phone calls and inquiries. Oversee administrative office organization and supply management for the executive suite. Assist with executive onboarding documentation and correspondence. Perform additional administrative duties and special projects as assigned. QualificationsEducation and Experience High School Diploma or equivalent required; Associate's or Bachelor's Degree preferred. Active State Notary Public Commission required (or willingness to obtain immediately upon hire). Minimum of 3-5 years of executive assistant, senior administrative, or healthcare administration experience required. Prior experience supporting C-suite executives or senior leadership preferred. Experience in a healthcare or medical practice setting is strongly preferred. Knowledge, Skills, and Abilities Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams). Exceptional organizational, time-management, and multitasking skills. Strong written and verbal communication skills with high attention to detail. Strong problem-solving abilities and capability to work independently with minimal supervision. Demonstrated ability to maintain strict confidentiality and professional discretion. Additional Requirements Valid driver's license and reliable transportation for occasional travel between local office sites. Ability to work in-person during scheduled office hours, with flexibility for extra hours or weekends when executive priorities require. What We Offer Direct exposure to executive healthcare operations and organizational leadership. Collaborative and professional work environment.

Pay:

$22.00 per hour

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Experience:

Legal administrative: 1 year (Required) Legal drafting: 1 year (Preferred)

Microsoft Outlook Calendar:

1 year (Required)

License/Certification:

Certified Notary Public (Required)

Work Location:

In person