Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• Minimum 3 years of administrative, executive assistant, medical office, or healthcare coordination experience.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Professional telephone etiquette and exceptional customer service.
• Ability to multitask and prioritize responsibilities.
• Strong problem-solving skills and independent judgment.
• Ability to handle confidential information professionally.
• Proficiency with computers, scheduling software, and Microsoft Office.
• Dependable, punctual, self-motivated, and capable of working independently.

Nice To Haves

• Experience as an Executive Assistant, Office Manager, or Healthcare Administrative Coordinator.
• Previous experience in urgent care, primary care, or outpatient healthcare.
• Familiarity with electronic medical records, patient scheduling, and referrals.
• Experience supporting business owners or healthcare executives.
• Knowledge of HIPAA and healthcare administrative procedures.
• Experience with operational reporting and performance improvement.

Responsibilities

• Serve as the primary administrative liaison between ownership, employees, patients, and outside organizations.
• Represent the owner's established expectations, policies, and standards.
• Monitor daily clinic activities and identify operational concerns.
• Communicate employee issues, patient complaints, and clinic concerns directly to ownership.
• Track administrative projects, deadlines, and management follow-through.
• Prepare daily operational updates and reports.
• Assist with implementing administrative improvements.
• Maintain confidentiality regarding sensitive business and employee information.
• Answer incoming telephone calls promptly and professionally.
• Schedule patient visits, physicals, occupational medicine services, and other appointments.
• Coordinate patient referrals and specialist appointments.
• Respond to patient questions regarding services, pricing, and scheduling.
• Monitor missed calls, voicemails, and patient follow-up requests.
• Assist with resolving patient complaints and improving patient satisfaction.
• Coordinate communication between patients and clinical staff.
• Maintain a welcoming, professional, and organized front desk.
• Monitor patient wait times, administrative efficiency, and patient experience.
• Identify workflow problems and recommend practical solutions.
• Help ensure established clinic policies and administrative procedures are followed.
• Communicate employee concerns and workplace issues to ownership.
• Document relevant incidents and outstanding concerns objectively.
• Support employee communication, teamwork, and accountability.
• Collaborate with the Center Administrator to improve clinic operations.
• Assist with tracking key performance indicators and operational goals.

Benefits

• Health insurance
• Paid time off
• 401(k)
• Performance-based bonuses
• Competitive salary
• Professional growth and development opportunities
• Direct collaboration with clinic ownership
• Opportunity to contribute to clinic operations and organizational improvements