Executive Administrative Coordinator Part Time

Job Title: Executive Administrative Coordinator (Remote)

Job Overview:

We areseeking for an exceptional Executive AdministrativeCoordinator to manage front-desk operations and high-level practice administration. Acting asthe central operational anchorakin to an executive assistant to a CEO or senior leaderthisrole requires elite executive functioning extreme attention to detail and near-total operationalautonomy.

You will be responsible for seamless day-to-day operations proactive problem-solving drivingclient acquisition and retention and delivering a flawless front-desk experience. The idealcandidate thrives in a high-accountability environment where instructions are executed preciselythe first time mistakes are virtually non-existent and senior leadership relies on your silentreliability to keep business revenue growing.

Job Responsibilities:

1. Administrative & Practice Coordination

• Coordinate day-to-day administrative operations and provide reliable support to seniorleadership and providers.
• Manage calendars appointments schedules and administrative follow-ups with a highlevel of accuracy.
• Coordinate client intake and ensure information is collected and recorded correctly.
• Anticipate administrative needs identify potential issues and take action to keep dailyoperations running smoothly.
• Handle tasks independently with minimal supervision and follow instructions accurately.
• Maintain confidentiality and follow HIPAA requirements when handling client informationand records.
  

2. Client Intake Scheduling & Support

• Serve as a primary point of contact for prospective and existing clients through phoneemail and approved communication channels.
• Respond to client inquiries promptly professionally and with empathy.
• Conduct initial intake inquiries and help guide prospective clients through the scheduling process.
• Schedule reschedule and confirm appointments while keeping provider calendars organized.
• Follow up with prospective clients to support appointment booking and client retention.
• Help reduce missed opportunities late cancellations and client drop-offs through timely communication and follow-up.

3. Billing & Revenue Support

• Support client billing processes including co-pay collection superbill preparation andpayment follow-up.
• Address routine billing questions and coordinate unresolved payment concerns with theappropriate team member.
• Maintain accurate billing and client information in the required systems.
• Support the practice in maintaining an efficient schedule and maximizing availableappointment opportunities.
  
  

4. Executive & Operational Support

• Provide administrative support to senior leadership and providers as needed.
• Manage incoming emails phone calls messages and other administrative requests.
• Maintain accurate information in the EHR and other systems.
• Coordinate with vendors and assist with administrative needs related to supplies andpractice operations.
• Track pending tasks follow-ups and important administrative items to ensure they arecompleted on time.
• Proactively identify and communicate operational issues before they become largerproblems.

Job Qualifications:

• Experience: 35 years of experience in executive administrative support healthcareadministration hospitality management or senior administrative roles.
• Prior healthcareor mental health experience is preferred.
• Strong Autonomy: Able to work independently follow instructions accurately managepriorities and solve routine problems without constant supervision.
• Attention to Detail: Highly accurate when handling scheduling data entry billing clientrecords and administrative tasks.
• Communication Skills: Professional clear and confident when communicating withclients providers leadership and other stakeholders.
• Client Service: Warm professional and comfortable handling client inquiries andsupporting the client experience.
• Organization: Strong time-management and organizational skills with the ability tomanage multiple tasks and deadlines.
• Technology: Proficiency with EHR platforms secure billing systems GoogleWorkspace/Microsoft Office and modern communication tools.
• Confidentiality: Comfortable handling sensitive information and following HIPAA anddata privacy requirements.
• Growth & Client Focus: Comfortable supporting client acquisition schedulingretention and other activities that contribute to practice growth.