Administrative Assistant

CardioOne•Londonderry, NH

3d•Onsite

About The Position

Cardiovascular Specialists of New England is seeking an Administrative Assistant who can provide high-level administrative and operational support to a large, multi-provider cardiology practice, including 10 Physicians, Advanced Practice Professionals (APPs), clinical and administrative staff, Office Manager, and the Vice President and Director of Operations. This role is critical to the efficient day-to-day functioning of the practice and requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment. You will report directly to the Director of Operations.

Requirements

High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
Minimum of 3–5 years of administrative assistant or executive support experience, preferably in a healthcare or medical practice setting.
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Excellent written and verbal communication skills.
Demonstrated ability to manage multiple priorities, deadlines, and stakeholders.
Experience supporting senior leadership and multiple providers in a large medical or specialty practice.
Knowledge of medical terminology and healthcare operations.
Experience with electronic health records (EHR) and practice management systems.
Exceptional organizational and time-management skills.
High attention to detail and accuracy.
Ability to work independently and exercise sound judgment.
Strong interpersonal skills with the ability to interact effectively with physicians, APPs, leadership, and staff.
Adaptability and professionalism in a fast-paced, dynamic environment.

Responsibilities

Provide direct administrative support to the Physicians, APPs, Office Manager and VP & Director of Operations, including calendar management, meeting coordination, agenda preparation, meeting minutes and follow-up on action items.
Support the Operations and physician leadership teams with scheduling, correspondence, document preparation, and special projects as assigned.
Coordinate internal meetings, provider meetings, and leadership meetings, including location/room scheduling, materials preparation, and minutes when requested.
Serve as a central point of contact for administrative inquiries across the practice.
Assist physicians and APPs with administrative needs such as administrative scheduling, credentialing documentation, onboarding materials, and compliance-related paperwork.
Coordinate provider administrative schedules, vacation tracking, CME documentation, and call coverage records in collaboration with leadership.
Support recruiting, onboarding and offboarding of providers and staff, including coordination with HR, IT, credentialing departments and Office Manager.
Draft, proofread, and distribute professional correspondence, reports, presentations, and policy documents.
Maintain organized electronic and paper filing systems, ensuring confidentiality and compliance with HIPAA regulations.
Facilitate effective communication between providers, leadership, and staff.
Assist with office operations, workflow optimization, and administrative process improvements.
Track deadlines, action items, and deliverables for leadership initiatives and operational projects.
Coordinate vendor interactions, service requests, and supply ordering as needed.
Handle sensitive information with discretion and professionalism.
Maintain a high level of integrity when interacting with providers, staff, patients, and external partners.
All other duties as assigned