Administrative Assistant in Jacksonville, Florida at Symphony Spine and Pain

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support senior leadership within a fast-paced healthcare organization. This position will provide both executive administrative support and operational assistance across multiple medical practices and locations.

The ideal candidate is highly proficient in Excel and reporting, comfortable working with medical practice data, able to manage multiple priorities, and capable of following projects through to completion with minimal supervision.

• Manage executive calendars, meetings, appointments, conference calls, and scheduling priorities.
• Monitor and assist with executive email correspondence, follow-ups, and action items.
• Draft and proofread professional emails, reports, presentations, meeting agendas, and internal communications.
• Prepare meeting materials and track follow-up items to ensure completion.
• Pull operational and clinical reports from medical practice systems and other reporting platforms.
• Review reports for accuracy, identify missing information, and assist with organizing data for leadership review.
• Create, update, and maintain Excel spreadsheets, trackers, dashboards, and operational reports.
• Manipulate and organize Excel data using filters, sorting, formulas, pivot tables, and other reporting tools.
• Compile provider productivity, patient volume, scheduling, procedure, referral, authorization, and other operational reports as requested.
• Assist with monthly, weekly, and daily reporting for multiple medical offices and departments.
• Track provider schedules, staffing needs, office performance, open positions, operational projects, and deadlines.
• Assist with provider contracts, offer letters, onboarding documentation, credentialing follow-ups, and other provider-related administrative needs.
• Coordinate communication between leadership, physicians, advanced practice providers, practice managers, regional leaders, billing, HR, finance, credentialing, and other departments.
• Assist with medical office projects, acquisitions, transitions, office openings or closures, and workflow changes.
• Maintain organized electronic files, contracts, spreadsheets, reports, and confidential documents.
• Coordinate travel arrangements, including flights, hotels, transportation, and itineraries.
• Assist with expense reports, invoices, purchase requests, and administrative documentation.
• Follow up with departments and team members on outstanding requests, reports, and deadlines.
• Maintain strict confidentiality regarding patient, provider, employee, financial, and business information.
• Perform special projects and additional operational duties as assigned.

We are looking for someone who is proactive, organized, resourceful, and highly accountable. This person should be comfortable pulling reports, working in Excel, following up with multiple departments, keeping leadership organized, and making sure important tasks do not fall through the cracks.

The ideal candidate does not simply wait for instructions. They anticipate needs, identify outstanding items, communicate effectively, and help keep medical operations and executive priorities moving forward.

Job Type: Full-Time
Schedule: Monday–Friday
Industry: Healthcare / Physician Practice Operations
Compensation: Competitive and based on experience

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• 3+ years of executive assistant, administrative, healthcare operations, or medical office experience preferred.
• Previous experience in a physician practice, healthcare organization, hospital, surgery center, or medical group strongly preferred.
• Strong Microsoft Excel skills required, including formulas, filters, sorting, spreadsheets, and data organization.
• Experience creating reports, trackers, and presentations.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with an electronic medical record or practice management system preferred; eClinicalWorks experience is a plus.
• Ability to pull, review, organize, and summarize operational data.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple projects, locations, and competing priorities.
• Strong follow-through and ability to meet deadlines without repeated reminders.
• Ability to work independently, take initiative, and anticipate leadership needs.
• Professional demeanor and ability to communicate effectively with physicians and senior leadership.
• Ability to handle confidential and sensitive information appropriately.

• Healthcare operations or medical practice management experience.
• Advanced Excel and reporting experience.
• Experience working with provider schedules, productivity reports, patient-volume reports, or medical practice KPIs.
• Familiarity with EMR/EHR systems, preferably eClinicalWorks.
• Experience supporting a regional or multi-site healthcare operation.