Executive Support Coordinator

Job Opportunity: Executive Support Coordinator

Job Purpose:
The purpose of this position is to provide high-level administrative and project coordination support that ensures the smooth functioning of clinic operations and leadership activities. This is a dynamic, multi-faceted role that blends high-level administrative support with hands-on operational assistance across purchasing, collections, and office coordination. The role supports executives, manages projects, and fills gaps in day-to-day operations to help the clinic stay responsive, organized, and focused on delivering high-quality patient care.

Qualifications, Education, & Experience

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred
• Minimum of 2 years of administrative or project coordination experience (healthcare preferred)
• Proficiency in Microsoft Office Suite and document management tools
• Experience working in a healthcare, nonprofit, or fast-paced professional setting
• Familiarity with clinic operations
• Positive attitude, reliability, and a strong sense of ownership

Essential Responsibilities: Administrative Support and Project Coordination

• Provide daily administrative support to clinic leadership and management team
• Support procurement of supplies, equipment, and services
• Coordinate with vendors and maintain purchasing records
• Track inventory and manage basic office logistics
• Follow up on outstanding payments via calls or emails
• Coordinate with finance on invoices, payment statuses, and reconciliations
• Manage calendars, meetings, agendas, and take minutes
• Draft memos, correspondence, and reports with attention to detail
• Maintain digital and physical documents and clinic records
• Process mail and supply orders, handle vendor communication
• Track projects and ensure timelines are met
• Create documentation like checklists, timelines, and updates
• Support internal communications and process improvements
• Assist with company events and site visits
• Provide backup reception support when needed
• Ensure policy compliance in relevant areas
• Handle confidential materials securely
• Other duties as assigned

Essential Responsibilities: Organizational Team Member

• Participate in quality and process improvement initiatives
• Support safety, quality, and risk management efforts
• Communicate openly and respectfully with team members
• Mentor colleagues and foster collaboration across departments
• Provide excellent customer service to all stakeholders
• Pursue continuing education to grow professionally
• Exhibit integrity and ethical behavior in all actions
• Represent the organization at meetings and conferences

Knowledge, Skills, & Abilities

• Discretion in handling confidential information
• Excellent attention to detail and accuracy
• Ability to manage time and multitask effectively
• Skilled in EHR, Microsoft Office Suite, and Windows OS
• Understanding of department goals and clinic mission
• Familiarity with HIPAA, OSHA, Waste Fraud, and Abuse laws
• Strong interpersonal and communication skills
• Ability to remain professional under pressure
• Comfort working with diverse populations and personalities
• Maintains composure and focus under stress

Working Conditions

Administrative/Office Clerical:
Must be able to remain in a stationary position for long periods, move within the office, and communicate clearly.

Healthcare Facility:

• Work primarily in a clinic office environment
• May require local travel; occasional out-of-area travel possible
• Must be flexible with scheduling based on operational needs
• Work in a clean, comfortable setting with moderate noise
• Possible exposure to cold/heat, public interaction, and communicable diseases

Tools and Equipment Used:

• Daily use of computer, fax, scanner, phone system, calculator, copier
• May handle high call volume and document processing
• Standard precautions may be required due to exposure risk

Work Style: Must handle frequent interruptions while staying focused and productive.

Other Information

This job description outlines the primary duties and responsibilities of the Executive Support Coordinator role. It is not a comprehensive list, and additional responsibilities may be assigned at any time without notice.

I have read this job description and understand the requirements and expectations. I agree to perform the functions safely and in accordance with clinic policies and procedures, with or without reasonable accommodation.