Executive Assistant

at  Crowfoot Village Family Practice

Exciting Opportunity: Full-Time Temporary Executive Assistant
About Us: At Crowfoot Village Family Practice, we are not just a clinic – we are a thriving hub of healthcare excellence. Our commitment to Integrity, Excellence, Community, and Innovation drives everything we do. We celebrate diversity and are committed to fostering an inclusive environment for our team and patients. As we continue to grow and make a meaningful difference in our patient’s lives, we seek an enthusiastic and skilled Executive Assistant to support our team.
Position Summary: Are you a highly organized and proactive individual passionate about healthcare? Do you excel in fast-paced environments and love managing multiple priorities? If so, we want you. As an Executive Assistant at Crowfoot Village Family Practice, you will be at the heart of our operations, ensuring seamless coordination and support that drives our mission forward.

Key Responsibilities:

• Schedule Coordination: Efficiently manage and coordinate the schedules for the Executive Director and Medical Director, including appointments, travel arrangements, and meetings, ensuring optimal use of their time and resources.
• Meeting Facilitation: Organize and facilitate high-level meetings involving multiple physicians and senior leadership, ensuring that all logistical aspects are addressed and that meetings are conducted efficiently and productively.
• Preparation of Materials: Assist in preparing meetings and business presentations by creating text and PowerPoint slides, managing logistics, and ensuring that all materials are accurate and professionally presented.
• Correspondence Management: Draft, edit, and proofread internal and external correspondence such as letters, faxes, memos, and emails, maintaining a high standard of professionalism and clarity.
• Financial Administration: Oversee financial tasks, including uninsured services settlements, bank deposits, payables, and receivables, ensuring accuracy and adherence to financial protocols.
• Operational Support: Provide backup support to the operations coordinator in managing the clinic schedule, contributing to the smooth functioning of daily operations.
• Minute Taking: Record, transcribe, and distribute meeting minutes, ensuring that accurate and comprehensive records are maintained.
• Parking Management: Oversee the master parking schedule and manage parking passes for staff and physicians, ensuring the efficient use of parking resources.
• Administrative Oversight: Manage Electronic Medical Record capacity and Third Next Available appointment, prepare documentation for payments, and conduct quarterly reporting and monthly QuickBooks audits, ensuring accuracy and compliance with financial standards.

Qualifications:

• Education: College diploma in business administration or a related field.
• Experience: 5-7 years in a senior administrative role; experience in health administration or the medical field is a plus.
• Skills: Proficiency in QuickBooks and MS Office Suite, with exceptional attention to detail and strong organizational abilities.
• Communication: Excellent interpersonal, written, and oral communication skills, with the ability to adapt to diverse audiences.
• Ethics & Integrity: High standards of confidentiality, discretion, and professionalism.
• Adaptability: Flexibility and readiness to thrive in a dynamic environment with shifting priorities.

Competencies:

• Professionalism: Demonstrate assertiveness, collaboration, and a culture of appreciation and inclusiveness.
• Communication: Deliver information thoughtfully and clearly, adapting methods to suit the audience.
• Team-Oriented: Foster teamwork, leveraging diverse perspectives to achieve collective goals.
• Technical Skills: Adhere to safety protocols and best practices in all administrative tasks.

Why Join Us? At Crowfoot Village Family Practice, you will be an integral part of a team that is dedicated to making a difference. We offer a collaborative and innovative work environment, opportunities for professional growth, and the chance to contribute to a community-focused mission. Be part of a place where your skills are valued, and your work directly impacts our patients’ well-being.
We appreciate your interest in Crowfoot Village Family Practice and look forward to exploring the possibility of you joining our team. Only those selected for an interview will be contacted

• Schedule Coordination: Efficiently manage and coordinate the schedules for the Executive Director and Medical Director, including appointments, travel arrangements, and meetings, ensuring optimal use of their time and resources.
• Meeting Facilitation: Organize and facilitate high-level meetings involving multiple physicians and senior leadership, ensuring that all logistical aspects are addressed and that meetings are conducted efficiently and productively.
• Preparation of Materials: Assist in preparing meetings and business presentations by creating text and PowerPoint slides, managing logistics, and ensuring that all materials are accurate and professionally presented.
• Correspondence Management: Draft, edit, and proofread internal and external correspondence such as letters, faxes, memos, and emails, maintaining a high standard of professionalism and clarity.
• Financial Administration: Oversee financial tasks, including uninsured services settlements, bank deposits, payables, and receivables, ensuring accuracy and adherence to financial protocols.
• Operational Support: Provide backup support to the operations coordinator in managing the clinic schedule, contributing to the smooth functioning of daily operations.
• Minute Taking: Record, transcribe, and distribute meeting minutes, ensuring that accurate and comprehensive records are maintained.
• Parking Management: Oversee the master parking schedule and manage parking passes for staff and physicians, ensuring the efficient use of parking resources.
• Administrative Oversight: Manage Electronic Medical Record capacity and Third Next Available appointment, prepare documentation for payments, and conduct quarterly reporting and monthly QuickBooks audits, ensuring accuracy and compliance with financial standards