Medical Executive Assistant

HESS SPINE AND ORTHOPEDICS LLC; Clifton (NJ); Hybrid; USD 45,000 - 60,000; Full time

Job summary

A medical practice in Clifton, NJ is seeking a Medical Executive Assistant who is proactive, organized, and trustworthy. The ideal candidate will support the CEO through various administrative tasks while also fulfilling medical assistant duties as needed. Candidates should have at least five years of direct patient care experience and be bilingual in English and Spanish. This is a full-time hybrid role, blending in-office responsibilities with remote flexibility.

Qualifications

• 5 years of direct patient care experience with hands-on experience.
• Proven experience as a nurse assistant, medical assistant, or administrative assistant in a healthcare setting.
• Ability to work independently and manage multiple tasks simultaneously.

Responsibilities

• Provide high-level administrative support to the practice CEO.
• Coordinate travel arrangements for the CEO.
• Maintain and update the practice owner's calendar.
• Draft, proofread, and send emails and correspondence.
• Assist in managing medical practice-related administrative tasks.

Skills

Fluency in English and Spanish

Strong organizational skills

Excellent communication skills

Problem-solving abilities

Experience with medical terminology

Education

High school diploma or equivalent

Associate degree or higher preferred

Tools

Microsoft Office Suite

Google Workspace

EHR systems

Job description

Job Title

MEDICAL EXECUTIVE ASSISTANT

Job Location

Clifton, NJ 07012

Job Type

Full-Time

Job Summary

We are looking for a proactive, highly organized, and trustworthy Personal Assistant to support the administration of a busy medical practice. This role requires a dynamic individual who can handle a wide variety of administrative tasks, provide personalized assistance, and maintain the smooth operation of both personal and professional affairs for the practice owner. If you have strong communication skills, exceptional attention to detail, and the ability to multitask, we encourage you to apply. The employee must be able to fill in the role of medical assistant and executive assistant. Must have medical experience and experience with direct patient care.

Key Responsibilities

• Executive Support: Provide high-level administrative support to the practice CEO, including managing schedules, appointments, and meetings.
• Coordinate travel arrangements, including booking flights, hotels, transportation, and preparing itineraries.
• Prepare and organize materials and documents for meetings, presentations, and conferences.
• Handle personal errands and tasks as needed (e.g., scheduling personal appointments, managing personal correspondence), mail etc.
• Calendar and Time Management: Maintain and update the practice owner’s calendar, ensuring all personal and professional commitments are met on time.
• Schedule and prioritize meetings, appointments, and events, ensuring the owner’s time is managed efficiently.
• Proactively resolve scheduling conflicts and provide reminders for upcoming events or tasks.
• Correspondence and Communication: Screen and manage phone calls, emails, and other communications on behalf of the practice owner.
• Draft, proofread, and send emails, letters, and other forms of correspondence.
• Maintain confidential communication, both personal and business-related.
• Office and Administrative Tasks: Assist in managing medical practice-related administrative tasks.
• Prepare, review, and file documents for the owner’s review, including financial reports and medical practice records.
• Organize and maintain files, both digital and paper, to ensure important documents are accessible and well organized.
• Special Projects: Assist with various ongoing projects, both for the practice and the practice owner’s personal business interests.
• Research and compile information as needed for decision-making or business planning.
• Assist with event planning, including practice-related events, conferences, or personal engagements.
• Relationship Management: Cultivate and maintain positive relationships with clients, staff, and other external parties.
• Act as the point of contact between the practice owner, CEO, patients, vendors, contractors, and other stakeholders.
• Help the practice owner navigate and prioritize interpersonal relationships for both business and personal interests.
• Confidentiality and Discretion: Maintain a high level of confidentiality and professionalism when handling sensitive information, both for the practice and personal matters.
• Adhere to HIPAA regulations and other confidentiality guidelines when handling patient-related or practice-related documents.
• Attend Marketing events to help educate patients and the community on our services.
• Fill in for medical assistants who call out.
• Attend clinic office hours with the physician, to perform medical assistant duties and also translate.

Qualifications

• High school diploma or equivalent; Associate’s degree or higher preferred.
• 5 years of direct patient care experience with hands‑on experience.
• Proven experience as a nurse assistant, medical assistant, or administrative assistant in a healthcare setting.
• Bilingual: fluency in English and Spanish (Medical Spanish).
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills in English and Spanish.
• Proficiency in Microsoft Office Suite, Google Workspace, and mandatory experience with medical management software (e.g., EHR systems).
• Strong problem‑solving abilities and a high level of initiative.
• Exceptional interpersonal skills and the ability to work effectively with diverse individuals.
• Ability to work independently and manage multiple tasks simultaneously.
• 5 years of experience with medical terminology and direct patient care.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 15 lbs.

Education

Associate degree (Preferred)

Experience

Medical Assistant: 5 years (Required)

Location

Clifton, NJ 07012

Ability to Commute

Clifton, NJ 07012 (Required)

Ability to Relocate

Clifton, NJ 07012: Relocate before starting work (Required)

Work Location

Hybrid remote in Clifton, NJ 07012