Executive Support Coordinator

Job Opportunity:
Executive Support Coordinator

Job Purpose:
The purpose of this position is to provide high-level administrative and project coordination support that ensures the smooth functioning of clinic operations and leadership activities. This is a dynamic, multi-faceted role that blends high-level administrative support with hands‑on operational assistance across purchasing, collections, and office coordination. The role supports executives, manages projects, and fills gaps in day‑to‑day operations to help the clinic stay responsive, organized, and focused on delivering high‑quality patient care.

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred
• Minimum of 2 years of administrative or project coordination experience (healthcare preferred)
• Proficiency in Microsoft Office Suite and document management tools
• Experience working in a healthcare, nonprofit, or fast‑paced professional setting
• Familiarity with clinic operations
• Positive attitude, reliability, and a strong sense of ownership

• Provide daily administrative support to clinic leadership and management team
• Support procurement of supplies, equipment, and services
• Coordinate with vendors and maintain purchasing records
• Track inventory and manage basic office logistics
• Follow up on outstanding payments via calls or emails
• Coordinate with finance on invoices, payment statuses, and reconciliations
• Manage calendars, meetings, agendas, and take minutes
• Draft memos, correspondence, and reports with attention to detail
• Maintain digital and physical documents and clinic records
• Process mail and supply orders, handle vendor communication
• Track projects and ensure timelines are met
• Create documentation like checklists, timelines, and updates
• Support internal communications and process improvements
• Assist with company events and site visits
• Provide backup reception support when needed
• Ensure policy compliance in relevant areas
• Handle confidential materials securely
• Other duties as assigned

• Participate in quality and process improvement initiatives
• Support safety, quality, and risk management efforts
• Communicate openly and respectfully with team members
• Mentor colleagues and foster collaboration across departments
• Provide excellent customer service to all stakeholders
• Pursue continuing education to grow professionally
• Exhibit integrity and ethical behavior in all actions
• Represent the organization at meetings and conferences

• Discretion in handling confidential information
• Excellent attention to detail and accuracy
• Ability to manage time and multitask effectively
• Skilled in EHR, Microsoft Office Suite, and Windows OS
• Understanding of department goals and clinic mission
• Familiarity with HIPAA, OSHA, Waste Fraud, and Abuse laws
• Strong interpersonal and communication skills
• Ability to remain professional under pressure
• Comfort working with diverse populations and personalities
• Maintains composure and focus under stress

Administrative/Office Clerical:
Must be able to remain in a stationary position for long periods, move within the office, and communicate clearly.

• Work primarily in a clinic office environment
• Must be flexible with scheduling based on operational needs
• Work in a clean, comfortable setting with moderate noise
• Possible exposure to cold/heat, public interaction, and communicable diseases

Tools and Equipment Used:

• Daily use of computer, fax, scanner, phone system, calculator, copier
• May handle high call volume and document processing
• Standard precautions may be required due to exposure risk

Work Style: Must handle frequent interruptions while staying focused and productive.

This job description outlines the primary duties and responsibilities of the Executive Support Coordinator role. It is not a comprehensive list, and additional responsibilities may be assigned at any time without notice.