EXECUTIVE ADMINISTRATIVE COORDINATOR - PART TIME (REMOTE)

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. Job Responsibilities: 1. 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. 2. 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. 3. 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. 4. 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. Job Qualifications: • Experience: 3–5+ years of experience in executive administrative support, healthcare administration, hospitality management, or senior administrative roles. • Prior healthcare or mental health experience is preferred. • Strong Autonomy: Able to work independently, follow instructions accurately, manage priorities, and solve routine problems without constant supervision. • Attention to Detail: Highly accurate when handling scheduling, data entry, billing, client records, and administrative tasks. • Communication Skills: Professional, clear, and confident when communicating with clients, providers, leadership, and other stakeholders. • Client Service: Warm, professional, and comfortable handling client inquiries and supporting the client experience. • Organization: Strong time-management and organizational skills with the ability to manage multiple tasks and deadlines. • Technology: Proficiency with EHR platforms, secure billing systems, Google Workspace/Microsoft Office, and modern communication tools. • Confidentiality: Comfortable handling sensitive information and following HIPAA and data privacy requirements. • Growth & Client Focus: Comfortable supporting client acquisition, scheduling, retention, and other activities that contribute to practice growth. Employment Type: Part-Time Work Arrangement: Remote Schedule: Monday to Friday, 4 hours per day Tentative Hours: 11:00 AM to 3:00 PM Central Time Expected Hours: 20 hours per week If you're a motivated, client-focused professional who's ready to grow with a company that values people and performance, we'd love to hear from you. Apply now and join our dynamic team at STAFFVIRTUAL!