Executive Administrative Coordinator - Part Time

Job Title: Executive Administrative Coordinator (Remote)

Job Overview:

We are seeking for an exceptional Executive Administrative Coordinator to manage front-desk operations and high-level practice administration. Acting as the central operational anchor—akin to an executive assistant to a CEO or senior leader—this role requires elite executive functioning, extreme attention to detail, and near-total operational autonomy.

You will be responsible for seamless day-to-day operations, proactive problem-solving, driving client acquisition and retention, and delivering a flawless front-desk experience. The ideal candidate thrives in a high-accountability environment where instructions are executed precisely the first time, mistakes are virtually non-existent, and senior leadership relies on your silent reliability to keep business revenue growing.

Job Responsibilities:

1. Administrative & Practice Coordination

• Coordinate day-to-day administrative operations and provide reliable support to senior leadership and providers.
• Manage calendars, appointments, schedules, and administrative follow-ups with a high level of accuracy.
• Coordinate client intake and ensure information is collected and recorded correctly.
• Anticipate administrative needs, identify potential issues, and take action to keep daily operations running smoothly.
• Handle tasks independently with minimal supervision and follow instructions accurately.
• Maintain confidentiality and follow HIPAA requirements when handling client information and records.
  

2. Client Intake, Scheduling & Support

• Serve as a primary point of contact for prospective and existing clients through phone, email, and approved communication channels.
• Respond to client inquiries promptly, professionally, and with empathy.
• Conduct initial intake inquiries and help guide prospective clients through the scheduling process.
• Schedule, reschedule, and confirm appointments while keeping provider calendars organized.
• Follow up with prospective clients to support appointment booking and client retention.
• Help reduce missed opportunities, late cancellations, and client drop-offs through timely communication and follow-up.

3. Billing & Revenue Support

• Support client billing processes, including co-pay collection, superbill preparation, and payment follow-up.
• Address routine billing questions and coordinate unresolved payment concerns with the appropriate team member.
• Maintain accurate billing and client information in the required systems.
• Support the practice in maintaining an efficient schedule and maximizing available appointment opportunities.
  
  

4. Executive & Operational Support

• Provide administrative support to senior leadership and providers as needed.
• Manage incoming emails, phone calls, messages, and other administrative requests.
• Maintain accurate information in the EHR and other systems.
• Coordinate with vendors and assist with administrative needs related to supplies and practice operations.
• Track pending tasks, follow-ups, and important administrative items to ensure they are completed on time.
• Proactively identify and communicate operational issues before they become larger problems.

Job Qualifications:

• Experience: 3–5+ years of experience in executive administrative support, healthcare administration, hospitality management, or senior administrative roles. 
• Prior healthcare or mental health experience is preferred.
• Strong Autonomy: Able to work independently, follow instructions accurately, manage priorities, and solve routine problems without constant supervision.
• Attention to Detail: Highly accurate when handling scheduling, data entry, billing, client records, and administrative tasks.
• Communication Skills: Professional, clear, and confident when communicating with clients, providers, leadership, and other stakeholders.
• Client Service: Warm, professional, and comfortable handling client inquiries and supporting the client experience.
• Organization: Strong time-management and organizational skills with the ability to manage multiple tasks and deadlines.
• Technology: Proficiency with EHR platforms, secure billing systems, Google Workspace/Microsoft Office, and modern communication tools.
• Confidentiality: Comfortable handling sensitive information and following HIPAA and data privacy requirements.
• Growth & Client Focus: Comfortable supporting client acquisition, scheduling, retention, and other activities that contribute to practice growth.