Executive Assistant - Office Manager

Job DetailsJob Location: REMEDIAL PRO - Boca Raton, FL 33463Executive & Office Support Coordinator (also suitable as: Executive Assistant & Office Manager) Department Administration / Executive Office Reports To Practice Manager / Executive Leadership FLSA Status Non-Exempt (Hourly) — adjust per your pay practices Employment Type Full-Time Location Remedial Pro and NRG Management - Hybrid in Boca Raton, FL 33431    About Us   NRG Management LLC and RemedialPro are dedicated to supporting healthcare and behavioral health organizations through professional management and revenue cycle solutions. RemedialPro specializes in medical billing, insurance claims management, verification of benefits, and utilization review services for substance abuse treatment providers. With over 20 years of industry expertise, our team is committed to delivering accurate, efficient, and timely billing services that help clients increase productivity, maximize revenue, and focus on providing exceptional patient care. Based in Boca Raton, Florida, we foster a collaborative, results-driven environment where employees are empowered to grow professionally and make a meaningful impact. Position Summary The Executive & Office Support Coordinator is the organizational backbone of the front office, providing high-level administrative support to executive leadership while serving as the welcoming first point of contact for patients, visitors, and staff. This role blends executive assistant duties (calendars, meeting notes, correspondence) with cross-departmental support for Medical Records, Billing, and Human Resources — including document printing, claims mailing, and office supply ordering. The ideal candidate is highly organized, discreet, tech-comfortable, and brings a genuinely cheerful, professional presence to the front desk. Qualifications Key Responsibilities Executive Support Manage executives' calendars, scheduling, and appointment coordination Attend or coordinate meetings; take, organize, and distribute accurate meeting notes and action items Prepare correspondence, reports, and presentation materials as needed Serve as a liaison between executives and staff, vendors, and outside partners Medical Records Support Assist the Medical Records team with printing, copying, and organizing patient documentation Maintain confidentiality of all records in accordance with HIPAA and office policy Support filing, scanning, and record-request fulfillment as needed Billing Support Assist the billing team with preparing and mailing insurance claims Help track outgoing claims and correspondence to ensure timely submission Support basic billing document preparation and data entry as needed HR & Office Administration Partner with HR to order and maintain office and clinical supplies Track inventory levels and place replenishment orders within budget Support onboarding logistics (workspace setup, supply kits) as needed Front Desk / Reception Greet visitors, and staff with a warm, professional, and cheerful demeanor Answer and route phone calls, take messages, and manage front-office correspondence Maintain a clean, organized, and welcoming front-desk and waiting area Qualifications High school diploma required; Associate degree preferred 2+ years of experience in an administrative, executive assistant, or front-office role (medical/healthcare office experience a plus) Proficiency with Microsoft Office / Google Workspace and standard office equipment Familiarity with medical billing, claims processes, or EHR systems is a plus Strong written and verbal communication skills Excellent organization, multitasking, and time-management skills High level of discretion and ability to handle confidential information (HIPAA awareness) Core Competencies Warm, cheerful, and professional interpersonal manner Dependable and detail-oriented under time pressure Comfortable supporting multiple departments and shifting priorities Proactive problem-solver who anticipates needs before being asked Physical Requirements & Work Environment Primarily seated office/front-desk work with regular use of a computer and phone Occasional lifting of supply boxes or paper reams (up to 20 lbs) Standard office/medical office environment Benefits Health, dental, and vision Vacation and holiday pay Matching 401k This job description is intended to convey information essential to understanding the scope of the role and is not an exhaustive list of skills, efforts, duties, or responsibilities. Duties may be adjusted at management's discretion.