Physician's Administrative Assistant

Inspired HR•Calgary, AB

37d

About The Position

The Physician’s Administrative Assistant provides high-level administrative, operational, and financial coordination support to the Physician. This is a dynamic role that requires exceptional organization, professionalism, and attention to detail. This person will support both the clinic and the Physician’s consulting business - which functions as a separate, revenue-generating entity - ensuring all operations run smoothly and efficiently. This position combines traditional administrative support with light bookkeeping, contract administration and city-based errands. The ideal candidate is proactive, tech-savvy and thrives in an environment where no two days are the same.

Requirements

Three years of experience as an Assistant, Administrative Coordinator, or similar role supporting a senior leader.
Strong organizational, communication, and problem-solving skills.
Proficiency with Microsoft Office (especially Outlook and Excel) and comfort using digital tools (e.g., Google Workspace, project management or accounting platforms).
High level of accuracy and attention to detail, particularly with scheduling, invoicing, and contracts.
Professional, reliable, and able to work independently with minimal supervision.
Valid driver’s license and access to a reliable vehicle (mileage reimbursed for approved errands).

Nice To Haves

Experience in a clinic, healthcare, or professional services environment is an asset.

Responsibilities

Manage and maintain the Physician’s calendar, ensuring meetings, events, and consultations are scheduled according to standardized templates and clinic protocols.
Act as a central point of contact for the Physician - prioritizing communications, managing email correspondence, and anticipating needs.
Prepare, review, and organize documents for signature, including client and vendor contracts, ensuring accuracy and completeness.
Maintain filing systems and confidential records for both the clinic and consulting business.
Coordinate travel arrangements, appointments, and logistics as needed.
Submit invoices, track payments, and reconcile deposits for both clinic and consulting operations.
Monitor accounts receivable and ensure timely follow-up on outstanding invoices.
Collaborate with the accountant to ensure accurate reporting; assist with basic spreadsheet tracking (the accountant will create more complex files if required).
Maintain organized records of financial transactions, contracts, and supporting documentation.
Support the Physician’s consulting business by managing scheduling, invoicing, and client communications in alignment with business objectives.
Track project timelines, deliverables, and follow-ups to ensure commitments are met.
Conduct research, compile data, and prepare presentations or reports as needed.
Complete local errands such as banking, mail, supply pick-ups, and deliveries as required.
Maintain discretion and professionalism while managing personal and business-related tasks for the Physician.
Liaise with staff, vendors, clients, and professional partners on behalf of the Physician.
Build positive working relationships and represent the clinic with professionalism and warmth.
Uphold strict confidentiality and discretion in all aspects of the role.