Administrative Assistant

Department: Administration
Reports To: CEO/CFO/Director of Human Resources

Position Summary

The Administrative Assistant plays a vital role in supporting the administrative and operational functions of a busy OB/GYN practice. This position provides financial, human resources, and organizational support to ensure efficient practice operations, excellent staff coordination, and compliance with healthcare standards. The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced medical environment.

Primary Responsibilities

Accounts Payable

· Process and track invoices, vendor payments, and expense reports in a timely and accurate manner

· Maintain organized financial records and assist with reconciliation as needed

· Communicate with vendors regarding billing questions or discrepancies

Human Resources Support

· Assist the Director of Human Resources with day-to-day HR functions, including

onboarding, offboarding, and personnel documentation

· Help maintain employee files in compliance with HIPAA and employment regulations

· Support HR initiatives, staff communications, and internal projects

Event Planning & Staff Engagement

· Coordinate planning and logistics for staff meetings, trainings, celebrations, and

practice events

· Assist with employee recognition initiatives and internal engagement activities

Scheduling & Meeting Coordination

· Schedule meetings for leadership and administrative teams

· Prepare meeting agendas, materials, and minutes as requested

· Coordinate calendars and ensure effective communication across departments

Analytics & Reporting

· Compile, track, and report administrative, operational, and HR-related data

· Assist with creating reports, dashboards, and statistics to support leadership decision-making

· Maintain accurate records and ensure data integrity

General Administrative Support

· Provide administrative assistance to leadership as needed

· Maintain confidentiality of sensitive patient, employee, and business information

· Support overall practice operations to promote efficiency and professionalism

Qualifications

Required

· Undergraduate Degree

· 2+ years of administrative experience (healthcare or medical practice preferred)

· Strong organizational and time-management skills

· Proficiency in Microsoft Office

· Ability to handle confidential information with discretion

Preferred

· Experience in a medical or OB/GYN practice

· Familiarity with accounts payable processes

· Exposure to human resources functions or healthcare compliance

· Strong analytical skills and experience with reporting or data tracking

· Proficiency in QuickBooks or other similar accounting systems

Skills & Competencies

· Attention to detail and accuracy

· Strong communication and interpersonal skills

· Ability to multitask and prioritize in a fast-paced environment

· Professional demeanor and collaborative mindset

· Problem-solving and critical-thinking skills

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person