We are seeking a highly organized, professional, detail oriented, and proactive Executive Assistant to support the owner of Anderson Sport and Wellness Physical Therapy, Dr. of physical therapy Nicole Anderson. You will assist in managing administrative tasks, coordinating schedules, and facilitating efficient operations within a busy practice. The ideal candidate will have 2+ years experience as an executive assistant, exceptional communication skills, keen attention to detail, and the ability to handle sensitive information with discretion. 

Anderson Sport and Wellness Physical Therapy is a holistic out of network specialist practice located in Newport Beach, CA. You will be part of a dynamic, energetic, and positive-focused team working together to provide specialist physical therapy care to improve people's lives. We regularly help people return to their active lives after being disabled or in severe pain through the use of cutting edge technology, and specialized physical therapy knowledge and skills.

Key Responsibilities 

• Schedule Management: Coordinate and manage the doctor’s calendar, including scheduling appointments, meetings, and consultations while prioritizing urgent needs and ensuring optimal time allocation. 
• Patient Communication: Act as a liaison between the doctor and patients, handling inquiries, scheduling follow-ups, and ensuring clear, professional, and empathetic communication. 
• Administrative Support: Prepare and organize medical records, reports, and correspondence; manage email and phone communications; and maintain confidential patient and practice-related documentation. 
• Meeting Coordination: Arrange and prepare materials for meetings, conferences, or presentations, including agendas, medical charts, or research summaries, and take detailed notes when required. 
• Travel and Event Planning: Organize travel arrangements for conferences, seminars, or professional engagements, including booking flights, accommodations, and preparing itineraries. 
• Office Management: Oversee office supplies, coordinate with vendors, and ensure the smooth operation of the doctor’s office or clinic, including liaising with other staff members. 
• Billing and Insurance Support: We are an out-of-network provider, therefore no medical billing experience or expertise is needed. You will assist with processing billing inquiries, and ensuring accurate documentation for reimbursements or claims. We provide superbills to patients for them to submit for out of network benefits. Because we are out of network your role ensuring proper superbill creation and distribution is not complicated. 
• Confidentiality: Handle sensitive patient information and practice details in compliance with HIPAA and other relevant regulations. 
• Ad Hoc Tasks: Support the doctor with personal or professional tasks as needed, such as research, preparing presentations, or managing special projects. 

Qualifications 

• Education: Bachelor’s degree preferred, or equivalent combination of education and experience in an administrative or healthcare-related role. 
• Experience: Minimum of 2 years of experience as an executive assistant, preferably in a healthcare or medical setting. 

Skills: 

• Exceptional organizational and time-management skills. 
• Strong written and verbal communication skills. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with electronic medical record (EMR) systems. 
• Ability to multitask and prioritize in a fast-paced environment. 
• High level of professionalism and discretion when handling confidential information. 
• Knowledge: Familiarity with medical terminology and healthcare processes is a plus. 
• Attributes: Detail-oriented, proactive, adaptable, and able to work independently or as part of a team. 

Hours and Compensation:

• Part-time 20-29 hours a week position at the clinic in Newport Beach, CA. The schedule is very flexible.  
• Hourly compensation $43-$55 per hour based on experience. 

Our Interview Process 

We are an equal opportunity employer seeking detail oriented, growth-minded individuals who want to make a difference in the lives of people suffering with pain or disability. Our interview process will include pre-hire assessments to understand your competence with office software, your attention to detail, and ability to follow directions.