Executive Administrative Coordinator - Part Time

STAFFVIRTUALPhilippines only

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Job Title: Executive Administrative Coordinator (Remote)

Job Overview:

We are seeking for an exceptional Executive Administrative Coordinator to manage front-desk operations and high-level practice administration. Acting as the central operational anchor—akin to an executive assistant to a CEO or senior leader—this role requires elite executive functioning, extreme attention to detail, and near-total operational autonomy.

You will be responsible for seamless day-to-day operations, proactive problem-solving, driving client acquisition and retention, and delivering a flawless front-desk experience. The ideal candidate thrives in a high-accountability environment where instructions are executed precisely the first time, mistakes are virtually non-existent, and senior leadership relies on your silent reliability to keep business revenue growing.

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Executive Administrative Coordinator - Part Time at STAFFVIRTUAL · ApplyPick

Administrative & Practice Coordination
Coordinate day-to-day administrative operations and provide reliable support to senior leadership and providers.
Manage calendars, appointments, schedules, and administrative follow-ups with a high level of accuracy.
Coordinate client intake and ensure information is collected and recorded correctly.
Anticipate administrative needs, identify potential issues, and take action to keep daily operations running smoothly.
Handle tasks independently with minimal supervision and follow instructions accurately.
Maintain confidentiality and follow HIPAA requirements when handling client information and records.
Client Intake, Scheduling & Support
Serve as a primary point of contact for prospective and existing clients through phone, email, and approved communication channels.
Respond to client inquiries promptly, professionally, and with empathy.
Conduct initial intake inquiries and help guide prospective clients through the scheduling process.
Schedule, reschedule, and confirm appointments while keeping provider calendars organized.
Follow up with prospective clients to support appointment booking and client retention.
Help reduce missed opportunities, late cancellations, and client drop-offs through timely communication and follow-up.
Billing & Revenue Support
Support client billing processes, including co-pay collection, superbill preparation, and payment follow-up.
Address routine billing questions and coordinate unresolved payment concerns with the appropriate team member.
Maintain accurate billing and client information in the required systems.
Support the practice in maintaining an efficient schedule and maximizing available appointment opportunities.
Executive & Operational Support
Provide administrative support to senior leadership and providers as needed.
Manage incoming emails, phone calls, messages, and other administrative requests.
Maintain accurate information in the EHR and other systems.
Coordinate with vendors and assist with administrative needs related to supplies and practice operations.
Track pending tasks, follow-ups, and important administrative items to ensure they are completed on time.
Proactively identify and communicate operational issues before they become larger problems.

Executive Administrative Coordinator - Part Time

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Job Overview:

Executive Administrative Coordinator - Part Time

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Job Overview:

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