Executive Assistant

Job title: Executive Assistant

Type of employment: Full-time

Shift Schedule: 7:30 AM to 4:00 PM Mountain time

High-level summary:

Support the Chief Operating Officer with executive assistance, project coordination, scheduling, reporting, spreadsheet management, and follow-up on key priorities.

This role is ideal for a proactive, tech-savvy Executive Assistant with healthcare experience, strong project management skills, advanced Microsoft Office and Excel proficiency, and comfort using AI tools like ChatGPT and Claude.

The person in this role will help the COO stay organized, keep projects moving, generate reports and presentations, and learn the COO's preferred communication style, operating rhythm, and expectations.

About the Company:

An Arizona-based pain management practice that provides care for chronic pain, headaches, migraines, neck and back pain, spine-related conditions, and nerve-related issues. 

The practice offers individualized care through a comprehensive, multimodal approach, including treatments such as medication management, nerve blocks, steroid injections, IV infusion treatments, and other non-surgical pain management services.

Company core values:

• Patient-centered care — focused on helping patients manage chronic pain, headaches, spine conditions, and nerve-related concerns through individualized treatment plans.
• Clinical excellence — committed to expert care, specialized pain management knowledge, and high-quality treatment delivery.
• Compassion and professionalism — supports patients with care, clarity, and respect throughout their treatment experience.
• Innovation in treatment — offers advanced and non-surgical treatment options to support chronic pain and injury recovery.
• Reliability and coordination — values organized operations, clear communication, and consistent follow-through to support both patients and clinical teams.

Objective of this role:

• Provide high-level executive and administrative support to the Chief Operating Officer.
• Help manage scheduling, priorities, follow-ups, reports, presentations, and operational
• projects.
• Maintain organized spreadsheets, documents, and tracking systems to support
• business visibility and decision-making.
• Use AI tools, Microsoft Office, Excel, and EMR familiarity to improve efficiency and
• support day-to-day operations.
• Learn how the COO operates, communicates, and prefers tasks to be completed to
• provide more effective and anticipatory support over time.

Responsibilities:

Executive support

• Support the Chief Operating Officer with various administrative, operational, and project-based tasks.
• Manage scheduling, calendar coordination, meeting preparation, reminders, and follow-ups.
• Track outstanding priorities and proactively follow up with the COO on pending items.
• Learn the COO's preferred communication style, workflow, priorities, and expectations.

Project management and follow-up

• Assist with tracking various projects, deadlines, action items, and deliverables.
• Follow up with internal team members or stakeholders to keep projects moving.
• Maintain project trackers and provide updates on task status, blockers, and next steps.
• Help organize information so priorities are visible and easy to act on.

Spreadsheet, reporting, and presentation support

• Create, update, and manage Excel spreadsheets as needed.
• Generate reports, summaries, dashboards, and presentations for leadership review.
• Organize data clearly and ensure reports are accurate, polished, and easy to understand.
• Use Microsoft Office tools to prepare documents, presentations, and operational materials.

EMR and healthcare operations support

• Work within or support workflows related to EMRs, preferably eClinicalWorks.
• Assist with healthcare administrative tasks, reporting, documentation, or operational follow-up as needed.
• Maintain confidentiality when handling patient, staff, or business-related information.

AI and technology support

• Use ChatGPT, Claude, and other AI tools to support drafting, summarizing, organizing information, creating reports, and improving efficiency.
• Apply strong computer skills to learn systems, troubleshoot basic workflow issues, and support operational needs.
• Identify opportunities to streamline repetitive tasks or improve existing processes.

Communication and coordination

• Communicate professionally with internal team members, vendors, and other stakeholders.
• Draft clear emails, updates, reports, and follow-up messages.
• Maintain a positive, helpful attitude and willingness to take on additional tasks as needed.

Required skills and qualifications:

• Prior experience as an Executive Assistant, Administrative Assistant, Operations
• Assistant, or similar support role in the Healthcare industry.
• Strong project management and follow-up skills.
• Advanced Microsoft Office skills, especially Excel.
• Strong computer skills and ability to work across multiple systems.
• Familiarity working in EMRs; eClinicalWorks experience is strongly preferred.
• Proficiency using AI tools such as ChatGPT and Claude.
• Ability to generate reports, spreadsheets, presentations, and organized summaries.
• Professional communication skills, both written and verbal.
• Proactive in following up on outstanding priorities and keeping leadership organized.
• Positive attitude and eagerness to help with more tasks as needed.
• Strong attention to detail, confidentiality, and ability to manage sensitive
• healthcare-related information.

Preferred skills and qualifications:

• Direct experience supporting a COO, executive, physician, clinic leader, or healthcare operations leader.
• Experience working in a pain management, specialty clinic, spine, neurology, orthopedic, or medical practice environment.
• Advanced Excel experience, including formulas, data organization, reports, and dashboards.
• Familiarity with healthcare operations, patient workflows, scheduling, reporting, and clinic administration.