Administrative Assistant

CAO; Bethesda (MD); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

FSA/HSA

401(k) plan

PTO and holidays

Life insurance

Disability coverage

EAP

Job summary

Centers for Advanced Orthopaedics LLC (CAO) is seeking an Administrative Assistant to support the CEO and leadership team in a fast-paced healthcare setting. The role covers confidential secretarial duties, calendar management, travel arrangements, and correspondence with internal teams, vendors, and patients.

The candidate will multitask, maintain complex schedules, and meet changing deadlines while ensuring accuracy and discretion across all duties.

Qualifications

• Excellent time management and proven problem-solving skills.
• Strong interpersonal and written/oral communication abilities.
• Proficient in Microsoft Office Suite and related tools.

Responsibilities

• Answer phones, greet visitors, and handle administrative tasks.
• Manage calendars, scheduling, travel arrangements, and meetings.
• Prepare reports, correspondence, and meeting materials with accuracy.
• Maintain confidential documents and handle patient information securely.
• Assist in creating and editing documents and presentations.

Skills

Interpersonal skills

Microsoft Office

Time management

Communication skills

Independent worker

Organization

Education

High School Diploma / GED

Job description

Position Summary / Scope of Responsibility

The Centers for Advanced Orthopaedics LLC (CAO) is one of the nation’s largest Orthopaedics practices, owned and operated by physicians, with over 60 locations across Maryland, Northern Virginia, and the District of Columbia. With approximately 2,000 employees, working in 28 Divisions, CAO is a growing business with revenues of approximately $250 Million. CAO is committed to be the Orthopaedics provider of choice for our patients; partner of choice for payors and health systems; and employer of choice by attracting and retaining a talented workforce.

The Administrative Assistant is responsible for providing confidential secretarial and administrative support functions for the leadership team of the Central Office. This includes activities such as managing schedules, calendars, travel arrangements and itineraries; writing, reviewing and correcting correspondence; arranging conference calls and meetings; interacting with Central office staff and leaders, external stakeholders, vendors, customers, and patients. This position supports the CEO, the leadership team, and the general staff.

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks. The Administrative Assistant is an excellent communicator with impeccable attention to detail. Must contain the skilled ability to multitask, manage complex schedules, and meet changing deadlines.

Primary Responsibilities

• Performs administrative support and receptionist activities including, but not limited to, answering phones, taking messages, greeting visitors, scanning/faxing documents, filing, printing, copying and the like while exhibiting polite and professional communication.
• Completes clerical medical records duties including collecting patient information/patient admission, issuing medical files, filing medical records, distributing charts, and processing patient admissions and discharge papers.
• Participates in the overseeing and assurance of medical records being accurate, complete, protected, and confidential.
• When answering phones, takes messages and fields or answers all routine and non-routine questions.
• Assists in scheduling and organizing activities such as meetings, travel, and practice activities.
• Maintains schedules and calendars for the leadership team as assigned.
• Ensures operation of equipment by completing preventative maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Sorts and distributes mail. Opens mail for the team. Drafts written responses or replies by phone or email when necessary. Responds to regularly occurring requests for information.
• Track, maintain and order office supplies and kitchen supplies.
• Schedules appointments and arranges meetings, including setting up rooms, ordering food, building meeting agendas and minutes, and the like.
• Types and designs general correspondence, memos, charts, tables, graphs, and business plans in collaboration with office employees. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Assists in managing social media presence for the practice to build and drive followership.
• Manage and maintain confidential documentation.
• Prepare monthly and other reports.
• Maintains confidentiality and discretion while carrying out all duties and responsibilities.
• Performs other duties as assigned.

Reporting Relationships

The Administrative Assistant reports to the Practice Administrator.

This role does not have direct reports.

Required Education and Experience

• High School Diploma, GED equivalent, or equivalent education and experience required.
• Three years minimum administrative assistant experience supporting office operations, preferably in a healthcare environment.
• Proficient skill and experience in using the Microsoft Office Suite of products.
• Excellent time management and proven problem-solving skills.

Competencies / Required Skills and Abilities

• Strong Interpersonal Skills - Ability to develop relationships and collaborate in a decentralized organization. Team player with a can-do attitude.
• Exceptional computer skills, including proficiency in the Microsoft Office suite of products and the creative ability to prepare high quality presentations and the analytic ability to leverage spreadsheet functionality.
• Demonstrated ability to organize, prioritize, and manage multiple tasks in a dynamic environment with a proven track record of results.
• Strong oral and written communication skills with excellent self-discipline and patience.
• Able to work independently and with minimal supervision.
• Excellent time management, organization, and administrative support skills.
• Must be able to read, write, speak, understand, and communicate in the English language.

Physical Demands

• Must be able to sit for long periods of time and lift up to 25 pounds.
• Must be able to use appropriate body mechanics techniques when performing desk duties.
• Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting, and sitting.
• Adequate hearing to perform duties in person and over telephone.
• Must be able to communicate clearly to patients in person and over the telephone.
• Visual acuity adequate to perform job duties, including reading materials from printed sources and computer screens.

Benefits Include

• Medical, dental, and vision insurance
• Flexible Spending Account (FSA) and Health Savings Account (HSA) options
• 401(k) retirement plan with employer contributions
• Paid time off and paid holidays
• Employer-paid life insurance
• Voluntary supplemental benefits including disability and additional coverage options
• Employee Assistance Program (EAP)

Full-time employees are eligible for employer-paid life insurance. Part-time employees are eligible for 401(k) participation. Benefits eligibility and employer contribution levels may vary.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.