Administrative Assistant Office Coordinator

GroHR; Everett (WA); Hybrid; USD 30,000 - 47,000; Part time

Job summary

GroHR in Everett, WA is seeking a part-time, hybrid Administrative Coordinator to keep a small office running smoothly. You\'ll work with physicians, attorneys, vendors, and board members to coordinate contracts, meetings, and events.

The role emphasizes organization, communication, and discreet handling of confidential information, with responsibilities across contracts, governance, communications, and office operations.

Qualifications

• 2+ years of administrative, office coordination, or executive assistant experience (healthcare or professional services environment a plus).
• Strong written communication skills, particularly for meeting minutes and correspondence.
• Comfortable managing multiple priorities independently in a hybrid/part‑time role.
• Proficiency with Microsoft Office/SharePoint, DocuSign, and basic website content management.
• Experience with email/SMS listserv tools (e.g., Mailchimp, Constant Contact) a plus.
• Discretion in handling confidential business and legal documents.
• Reliable transportation for occasional in‑person meetings and events in Everett, WA.

Responsibilities

• Prepare, route, and track contracts via DocuSign.
• Coordinate partnership agreements and timelines.
• Maintain records of executed agreements and signatures.
• Prepare agendas and minutes for board/committee meetings.
• Arrange meeting spaces, catering, invitations, and RSVPs.
• Update website content and manage social media presence.
• Maintain SharePoint and distribute group communications.
• Coordinate onboarding/offboarding email access with IT.
• Plan quarterly social events with the Social Chair.
• Answer office calls and route inquiries; basic office tasks.
• Track memberships, licenses, and professional society renewals.

Skills

Administrative experience

Written communication

Organizational skills

Discretion with confidential documents

Multitasking

Reliability & punctuality

Hybrid/part-time adaptability

Tools

DocuSign

Microsoft Office/SharePoint

Website content management

Mailchimp/Constant Contact

HRIS

Job description

About the Role

This is a part-time, hybrid position near Everett, WA ideal for someone who thrives on organization, communication, and keeping a small but busy office running smoothly. You'll work closely with physicians, board members, attorneys, and vendors to coordinate everything from contracts to social events.

Key Responsibilities

Contracts & Partnership Coordination

• Prepare, route, and track contracts through DocuSign
• Coordinate partnership agreement/separation paperwork and timelines with the group's attorneys
• Maintain organized records of executed agreements and follow up on outstanding signatures

Meeting Support & Governance

• Prepare agendas, take and distribute meeting minutes for board, business, operations, and strategic planning meetings (approx. 2–3 virtual meetings/month; ~10 in‑person meetings/year)
• Reserve meeting spaces and coordinate catering for in‑person meetings
• Send meeting invitations and manage RSVPs/calendar logistics
• Record and maintain attendance records for all meetings

Communications & Digital Presence

• Maintain and update the company website with current content
• Coordinate with Human Resources and the external IT vendor to facilitate timely setup and deactivation of employee email accounts and network access as part of onboarding and off‑boarding
• Develop and maintain the organization's social media presence to enhance brand visibility, engagement, and community outreach
• Maintain and organize the SharePoint site, ensuring documents are current and easy to locate
• Manage and update email and text/SMS listservs for group communications
• Coordinate and distribute company‑wide surveys, ensuring timely communication and supporting feedback collection

Events & Culture

• Partner with the Social Chair to plan and execute quarterly social/team‑building events
• Handle logistics, vendor coordination, and budgets for events as needed

Operations

• Answer office phone and messages, routing calls/inquiries as appropriate
• Process and submit medical records requests to the billing company
• Schedule Administrator on Call weeks in ShiftAdmin and coordinate swaps as needed
• Check office mailbox and distribute mail into hospital mailboxes (monthly)
• Coordinate scrub ordering for physician staff (sizing, ordering, tracking, distribution)
• Manage memberships and subscriptions
• Process payment of Medical Staff dues
• Track and maintain medical professional licenses to ensure ongoing compliance; post updates in HRIS system
• Handle professional society membership renewals
• Coordinate and manage the night-shift draft process
• Provide general administrative support to physician leadership as needed

Finance Manager Support

• Submit corporate credit card receipts and supporting documentation to the Finance Manager for timely reconciliation and accurate record keeping
• Download monthly reconciliation statements and upload supporting PDF documentation to the HRIS system as needed
• Track and monitor hours to determine and maintain benefit eligibility in accordance with applicable policies

Special Events & Medical Director Support

• Support the ED Medical Director with planning and coordination of one-off events (e.g., EM RN Day, EMS Week)

Qualifications

• 2+ years of administrative, office coordination, or executive assistant experience (healthcare or professional services environment a plus)
• Strong written communication skills, particularly for meeting minutes and correspondence
• Comfortable managing multiple priorities independently in a hybrid/part‑time role
• Proficiency with Microsoft Office/SharePoint, DocuSign, and basic website content management
• Experience with email/SMS listserv or distribution list tools (e.g., Mailchimp, Constant Contact, or similar) a plus
• Discretion in handling confidential business and legal documents
• Reliable transportation for occasional in‑person meetings and events in Everett, WA

Preferred Skills

• Prior experience supporting a physician group, medical practice, or board of directors
• Familiarity with basic bookkeeping or vendor/contract management
• Event planning experience
• Comfortable using AI tools (e.g., transcription/summarization software) to support meeting documentation efficiently