Executive Admin Assistant – Medical Practice

Godaelli; Virginia, Northern (IL, KY); Hybrid; USD 25,000 - 30,000; Full time

Benefits offered by this job

401(k)

Paid time off

Job summary

Godaelli Psychiatry is seeking an organized administrative professional to manage the executive calendar, office systems, and day-to-day coordination that keeps the practice running.

The role supports patient confidentiality and HIPAA compliance while coordinating with clinical staff and external partners in Woodbridge or Fredericksburg, VA. The position offers full-time hours, competitive pay, 401(k) and PTO as part of the benefits package.

Qualifications

• High school diploma or equivalent required.
• 1–2 years of experience in an administrative or executive support role.
• Demonstrated experience managing complex calendars and coordinating schedules across multiple parties.
• Highly organized, with strong time management skills.
• Proficiency in Microsoft Office or Google Workspace.
• Strong written and verbal communication skills.
• Discretion handling sensitive information.
• Prior experience in medical or behavioral health setting preferred.
• Familiarity with Tebra (Kareo) or comparable EHR system preferred.

Responsibilities

• Manage the executive calendar, including scheduling appointments, meetings, and calls.
• Anticipate and resolve scheduling conflicts proactively.
• Send meeting reminders and prepare agendas and briefing notes in advance.
• Take and distribute meeting minutes.
• Coordinate with clinical staff, referral partners, and external stakeholders.
• Maintain organized physical and digital filing systems.
• Develop, update, and maintain office procedures.
• Support general office operations, including supply management and vendor coordination.
• Handle all patient and practice information confidentially and in accordance with HIPAA.
• Support marketing projects and events.

Skills

Calendar management

Organization

Written/Verbal communication

HIPAA compliance

MS Office / Google Workspace

EHR experience

Education

High school diploma or equivalent

Associate's or Bachelor's preferred

Tools

Tebra Kareo

Job description

Godaelli Psychiatry is seeking an organized administrative professional to manage the executive calendar, office systems, and day-to-day coordination that keeps the practice running.

The role supports patient confidentiality and HIPAA compliance while coordinating with clinical staff and external partners in Woodbridge or Fredericksburg, VA. The position offers full-time hours, competitive pay, 401(k) and PTO as part of the benefits package.