Administrative Assistant

Grand & Quincy Psychiatric Evaluators; Los Angeles (CA); On-site; USD 34,095 - 48,560; Full time

Benefits offered by this job

Competitive hourly pay

Vacation time accrual

Medical, dental, and vision benefits

401(k)

Mileage reimbursement

Job summary

A psychiatric evaluation firm in California is seeking an experienced Administrative Assistant to manage calendars, communicate with clients and physicians, and handle legal correspondence. Applicants should have at least two years of administrative experience, proficiency in MS Office, and strong written communication skills. This is a full-time, in-office role with comprehensive training provided. Benefits include competitive pay, vacation accrual, and medical benefits.

Qualifications

• Minimum two years experience as an administrative or executive assistant.
• Confidence with Windows computers and MS Office Suite.
• Ability to learn new software and organizational systems.

Responsibilities

• Manage busy calendars for physicians.
• Serve as a professional point of contact via phone and email.
• Draft and proofread complex legal correspondence.

Skills

Calendar management

Professional communication

Writing skills

Computer proficiency

Multitasking

Education

High School Diploma

Tools

MS Office Suite

Google Drive

Job description

Grand & Quincy Psychiatric Evaluators provides administrative support to physicians serving as Qualified Medical Evaluators (QMEs) to conduct unbiased medical-legal assessments of injured workers throughout the state of California. Grand and Quincy’s staff schedule appointments, submit medical-legal documents, handle medical records, coordinate evaluations, and bill for services on behalf of these physicians.

We are expanding our footprint and will soon be opening a second corporate location in Central or North Orange County. This is not a remote or hybrid position. We are looking for someone who can primarily work IN-OFFICE. The new location where you will be working will be within ½ hour drive of South East Anaheim in Central or North Orange County. Training will primarily take place in our current corporate office in Claremont (91711) so ability to travel to Claremont for training is a necessity.

*Please note: Applications submitted without including your Resume AND Non-A.I. responses to the Application Questions will not be considered. Please be thoughtful when applying.*

We pride ourselves on a team-based, supportive and respectful working environment. We look forward to getting to know you!

Although we provide extensive and thorough training, this is not an entry level position. The primary duties of this position include (but are not limited to):

COMPLEX CALENDAR MANAGEMENT

• Manages busy calendars
• Shifts priorities as-needed around physician availability and ever-evolving regulations
• Manages deadlines, sending calendar reminders and updates

COMMUNICATION MANAGEMENT

• Being a reliable, professional and helpful point of contact with all parties by phone and email
• Sends helpful and professional reminders and updates to physicians, injured workers and attorneys
• Tracks and organizes receipt of both medical and legal materials
• Maintains strict confidentiality and understands the rules of communication (training will be provided)

LEGAL CORRESPONDENCE

• Understands, drafts and proofreads complex correspondence efficiently without reliance on A.I.

MINIMUM QUALIFICATIONS:

• High School Diploma (some college preferred but not required)
• Minimum two years verifiable prior experience as an administrative or executive assistant
• Both written and verbal English proficiency without A.I. assistance
• Advanced, professional writing skills without A.I. assistance
• Confidence with Windows computers and MS Office Suite, especially Word, Excel and Outlook. Ability to troubleshoot minor technical issues is a big plus!
• Comfort using Google Drive, or similar digital file management system
• Ability to learn, understand and adapt to existing and new organizational systems
• Ability to learn and adapt quickly to new software and applications
• Ability to multitask and juggle multiple deadlines with minimal direction
• Comfort with remote communication tools, including instant messaging and SMS text (equipment provided)
• Ability to efficiently understand, follow and retain both written and verbal instructions
• Comfortable with online timekeeping
• Ability to consistently work in-office during office hours (Monday – Friday, 8AM – 5PM)
• We are a physician-led management company. In the event of an emergency, all employees must be willing to comply with any state and local health and safety mandates, which may include vaccination requirements.

Although likely infrequent, you may, from time-to-time, be asked to travel to a satellite office around the Los Angeles, San Bernardino or Orange Counties. Not all of our offices are easily accessible by public transportation, so reliable transportation with the ability to travel to other offices is a huge plus. We reimburse any mileage and parking expenses incurred for travel to satellite offices.

Preferred, but not required:

• Basic familiarity with any CRM, case management or patient management system
• Spanish fluency will be helpful in this position
• Familiarity with the California workers’ compensation system

BENEFITS:

• $30.00 per hour, non-exempt, full-time
• Up to 160 hours of annual vacation time accrual
• Up to 80 hours annually of separate sick time accrual
• Some hybrid/remote work may become available once fully trained and working autonomously
• Paid holidays
• Premium hourly pay for advanced multilingual skills
• Mileage and parking reimbursements for travel to remote satellite offices
• Medical, dental and vision benefits (80% employer covered)
• 401(k)
• Various supplemental benefits available through ADP

While we wish we could respond to every applicant, time may not permit individual responses. Please know that we appreciate your application, but we request that candidates refrain from calling or stopping by our office. Candidates who advance to interview will be contacted via email. Candidates who advance in the interview process will be asked for three references. Any offers of employment will be subject to employment verification.

Application Question(s):

• Why are you interested in this position? What about the description caught your attention?
• Please explain your long term career aspirations.
• How do you measure your own success in a role? If you worked in an environment where you did not regularly receive formal assessment from a manager or supervisor, how would you gauge your own work performance?
• Will you be able to reliably commute Monday-Friday to Claremont, CA for training?

We are looking forward to hearing from you!