Executive Assistant

Position Summary

Provide disciplined, behind-the-scenes support to the Director of Revenue. The role is execution-heavy in coordination, scheduling, tracking, and structured communication, with limited direct interaction with major external parties (e.g., payors, banks, vendors). Priorities may shift frequently; the position requires responsiveness, accuracy, and consistent follow-through.

Responsibilities

Coordination & Scheduling

• Control the Director’s calendar; schedule recurring revenue cadences (KPI reviews, AR stand-ups, month-end checkpoints).

• Arrange meetings with internal stakeholders and, when directed, set meetings for the Director with external parties.

• Prepare agendas, pre-reads, supporting files, and talking points; ensure meetings start on time with required materials.

Tracking & Follow-Through

• Capture decisions and action items during meetings; assign owners and due dates; maintain trackers until closure.

• Maintain dashboards/logs for AR aging, DSO, denials, adjustments, cash receipts, authorization status, and open issues.

• Monitor expected vs. actual cash activity; flag variances internally with concise context and required actions.

Documentation & Reporting

• Prepare and maintain executive-level notes, summaries, SOPs, and weekly/month-end revenue packets (metrics, trends, variances, next steps).

• Produce clean spreadsheets and slides from data exports (pivots, lookups, filters, data validation).

• Keep version-controlled, audit-ready folders for contracts, fee schedules, payor rosters, and related artifacts.

Communication Boundaries

• Conduct templated, limited external communication only when instructed (e.g., confirmations, scheduling).

• Route negotiations, escalations, and substantive external matters to the Director; provide briefing materials and context.

• Maintain professional internal communication standards (clear, concise, action-oriented).

Process & Controls

• Maintain and periodically refine meeting templates, trackers, SOPs, and filing structure.

• Support audit readiness by ensuring documentation is complete, current, and retrievable.

• Surface blockers early with a proposed next step or decision request.

Qualifications

• 3+ years supporting senior leadership in finance, revenue cycle, or operations-focused EA roles.

• Financial literacy with practical comfort in AR concepts (aging buckets, DSO, denials/appeals, write-offs, EFT/ERA).

• Advanced Excel/Google Sheets (pivots, XLOOKUP/VLOOKUP, conditional logic); proficient in Word/Docs and PowerPoint/Slides.

• Strong written communication; high attention to detail; consistent deadline execution.

Tools

• Microsoft 365 and Google Workspace.

• Task/issue trackers (e.g., Asana/Trello/ClickUp) as assigned.

• EMR/RCM reporting exports; payer and banking portals (primarily for document retrieval, scheduling, and reference).

Requirements:
This is a full time role

Up to $6/hr