Virtual Administrative Assistant

Job Summary:

We are seeking an exceptional Administrative Assistant to serve as the operational backbone of our Practice Manager. This role is vital for ensuring organizational excellence and transforming raw data into actionable insights that drive our decision-making. If you are meticulous, proactive, and fluent in spreadsheet management, this is the right role for you.

Key Responsibilities

Organizational and Executive Support

• Prepare detailed agendas, capture meeting minutes, and track follow-up action items to ensure deadlines are met.
• Maintain and organize digital filing systems ensuring all documentation is accurate and easily accessible.
• Manage and filter communication for the Practice Manager, including drafting, editing, and distributing internal memos and reports.

Data Management and Operations

• Data Transcription and System Integrity: Execute routine data transcription tasks, accurately migrating data from one system (e.g., Electronic Health Record (EHR), practice management software) into another for reporting and operational needs.
• Routine Reporting and Trend Analysis: Systematically run, gather, and present routine operational and performance reports to the manager, highlighting key trends, anomalies, and critical performance indicators.
• Data Integrity and Investigation: Proactively investigate issues when data appears skewed or inconsistent. This involves tracking back to original data sources, identifying errors, and collaborating with stakeholders to ensure data quality and integrity.
• Analytical Support: Collect, clean, and consolidate data from various sources (e.g., operational reports, client surveys), transforming raw numbers into meaningful information and actionable insights for management review.
• Advanced Spreadsheet Proficiency: Maintain and develop sophisticated tracking systems and dashboards using Google Sheets and Microsoft Excel (including pivot tables, VLOOKUPs, conditional formatting, and macro recording).
• Create clear, visually effective summaries and presentations that translate complex data into digestible information for leadership and team discussion.
• Process Documentation: Document operational workflows and data procedures, ensuring standard operating procedures (SOPs) are current and clearly communicated for internal team use.
  

Qualifications:

• Proven experience (3+ years preferred) in an administrative, executive assistant, or operational support role, ideally within a healthcare or wellness setting.
• Expert proficiency in Microsoft Excel and Google Sheets is required, including the ability to build and manage complex formulas and data models.
• Demonstrated experience with accurate data entry and transcription between different software platforms.
• Exceptional organizational skills, with a demonstrated ability to manage multiple priorities, anticipate needs, and maintain extreme attention to detail.
• Strong verbal and written communication skills, with the ability to communicate data insights clearly to non-technical stakeholders.
• High degree of integrity and discretion when handling confidential information (e.g., Protected Health Information - PHI).
• Ability to work independently and effectively in a remote environment, utilizing communication and project management tools.