Medical Office Executive Assistant
Psymed Solutions
Offices of Satish Narayan, MD and Nisha Satish, MD
Plano | Greenville | Fort Worth
Position Summary
Psymed Solutions is seeking a highly organized, detail-oriented, and proactive Medical Office Executive Assistant to support executive leadership and assist with the daily administrative, operational, human resources, and financial functions of a fast-paced multi-location medical and behavioral health practice.
This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities while maintaining accuracy and efficiency. The ideal candidate will possess strong administrative and analytical abilities, advanced Microsoft Excel skills, and experience with healthcare operations, reporting, payroll support, HR compliance, accounts payable processes, and office inventory management.
Essential Duties & Responsibilities
Executive & Administrative Support
Provide direct administrative support to executive leadership and providersManage calendars, scheduling, meetings, and conference coordinationPrepare executive reports, spreadsheets, presentations, and operational summariesDraft professional correspondence, memos, policies, and meeting recapsMaintain confidential records and sensitive information with discretionCoordinate interdepartmental communication and follow-up on action itemsAssist with operational projects, workflow implementation, and process improvement initiativesOrganize and maintain administrative files, records, and documentation systemsAssist with IT functions (i.e. new employee workstation set-up of computer and components)Accounts Payable & Financial Support
Process invoices, expense reports, and vendor paymentsMaintain accounts payable records and ensure timely payment processingReconcile invoices and assist with tracking operational expensesCommunicate with vendors regarding billing discrepancies and payment inquiriesAssist leadership with financial tracking, reporting, and budgeting supportMaintain organized financial documentation and audit-ready recordsTrack recurring office expenses and supply-related expendituresPayroll & Timekeeping Support
Assist with payroll preparation and timekeeping reviewAudit employee timesheets for accuracy and policy complianceTrack PTO balances, attendance records, and payroll-related documentationCoordinate with payroll providers regarding employee updates and correctionsSupport onboarding and termination payroll processesAssist with payroll reporting and reconciliation tasksHuman Resources & Compliance
Assist with employee onboarding and offboarding processesEnsure completion and maintenance of HR compliance documentation, including I-9s and personnel filesSupport background checks, credential verification, and onboarding complianceMaintain confidentiality regarding employee records and HR mattersAssist with policy implementation and acknowledgment trackingSupport benefits enrollment and employee communication initiativesHelp ensure compliance with company policies, HIPAA, OSHA, and employment regulationsMaintain employee files and HR tracking systems in an organized and audit-ready mannerReporting, Census & Data Management
Generate and maintain daily, weekly, and monthly census reportsPrepare productivity, operational, payroll, and financial reportsUtilize Microsoft Excel to create spreadsheets, dashboards, trackers, and data analysis reportsMonitor departmental metrics and assist leadership with performance trackingMaintain accurate databases, logs, and reporting systemsAssist with insurance, patient census, scheduling, and operational reporting as neededCompile and analyze operational data for leadership reviewOffice Supply Ordering & Inventory Management
Manage office supply ordering for all office locationsMonitor inventory levels and maintain appropriate stock of office and operational suppliesResearch vendors and obtain pricing for office purchases and suppliesCoordinate supply deliveries and maintain organized storage areasTrack usage trends and proactively reorder supplies to prevent shortagesMaintain inventory logs and supply expense trackingAssist with ordering equipment, furniture, and administrative materials as neededCoordinate with department leads regarding supply needs and special requestsOffice Operations Support
Assist with multi-location operational coordinationMaintain organized office systems and administrative workflowsCoordinate supplies, equipment, maintenance requests, and vendor communicationSupport front office and administrative staff as neededParticipate in meetings and assist with implementation of operational improvementsAssist with facility coordination and administrative problem-solvingPerform additional administrative duties as assignedQualifications
Minimum of 3 years of administrative experience in a medical office or healthcare setting preferredStrong knowledge of medical office operations and healthcare administrationExperience with accounts payable, payroll support, and HR processes preferredAdvanced proficiency in Microsoft Excel requiredStrong proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint)Experience with Microsoft Teams preferredExperience with payroll systems, HR platforms, or practice management systems preferredExcellent written and verbal communication skillsStrong organizational skills with exceptional attention to detailAbility to multitask and prioritize in a fast-paced environmentProfessional demeanor and ability to maintain confidentialityStrong analytical and problem-solving skillsAbility to work independently and collaboratively with leadership and staffPreferred Experience
Experience in behavioral health, psychiatry, or multi-provider medical practicesFamiliarity with healthcare reporting, census tracking, and operational metricsExperience with ADP, Valant, Availity, or healthcare administrative platforms preferredKnowledge of HIPAA and healthcare compliance standardsExperience managing inventory, purchasing, or office supply coordination preferredPhysical Requirements
Prolonged periods sitting at a desk and working on a computerAbility to occasionally lift office supplies and materials up to 20 poundsAbility to travel between office locations as neededBenefits
Competitive compensation based on experiencePaid Time Off (PTO)Paid HolidaysHealth, Dental, and Vision Insurance401(k) Retirement PlanProfessional growth opportunitiesSchedule
Full-TimeMonday – FridayOccasional overtime as operational needs requireEqual Opportunity Employer
Psymed Solutions is an Equal Opportunity Employer and is committed to fostering a professional, respectful, and inclusive workplace environment.
Pay: From $25.00 per hour
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Work Location: In person
