Administrative Assistant

The Administrative Assistant provides direct administrative, organizational, and operational support to the COO/Practice Manager and other members of Pareto Clinic’s executive leadership team. This position is ideal for someone who sees scattered information, unfinished assignments, competing deadlines, and disorganized processes—and naturally begins creating lists, calendars, trackers, folders, timelines, and solutions. The right person will be able to manage multiple assignments at the same time, respond appropriately to interruptions, shift priorities when necessary, and return to previous tasks without losing track of important details.

We are looking for someone who genuinely enjoys:

• Completing tasks and closing open loops
• Organizing information
• Creating checklists and tracking systems
• Following up until assignments are complete
• Identifying missing information
• Keeping projects and deadlines moving
• Bringing clarity and order to busy situations
• Creating order from chaos

This is primarily an administrative and leadership-support position. It is not intended to function as a full-time front-desk, call-center, billing, clinical, or Patient Engagement role. Occasional cross-training and temporary assistance in other areas may be necessary in a growing medical practice.

• Starting pay: $18.00 per hour
• Compensation range: $18.00–$21.50 per hour
• Starting compensation above $18.00 may be considered based on directly relevant experience, demonstrated administrative ability, judgment, technology skills, and the ability to independently manage complex responsibilities.
• Opportunities for compensation growth will be based on performance, reliability, expanded responsibility, and demonstrated value to the practice.

• Provide direct administrative support to the COO/Practice Manager.
• Support the CEO/CMO and other designated leaders as assigned.
• Organize leadership priorities, projects, deadlines, and follow-up items.
• Maintain calendars, appointments, meetings, reminders, and administrative deadlines.
• Prepare meeting agendas, notes, documents, and supporting materials.
• Record and track action items from leadership and staff meetings.
• Follow up with employees regarding assignments, requested documents, information, and deadlines.
• Keep pending responsibilities visible so leadership does not have to rely on memory.
• Identify and communicate time-sensitive, incomplete, overdue, or unresolved matters.
• Convert conversations and verbal instructions into organized action items.

• Maintain organized electronic and physical administrative files.
• Prepare, edit, format, scan, copy, and distribute documents.
• Assist with policies, procedures, forms, reports, spreadsheets, correspondence, and presentations.
• Maintain accurate administrative records.
• Collect, organize, and properly store requested documentation.
• Keep shared folders, policies, forms, and internal documents current and organized.
• Coordinate with vendors and outside organizations when directed.
• Assist with office supplies, equipment, administrative work spaces, and operational needs.
• Identify incomplete administrative tasks and help move them toward completion.
• Create systems that improve organization, consistency, accountability, and follow-through.

• Assist with new-hire onboarding and orientation.
• Prepare onboarding packets, employee documents, and orientation materials.
• Track completion of required paperwork, training, and assigned education.
• Help coordinate employee email accounts, system access, logins, and training assignments.
• Track HIPAA training, Athenahealth training, required modules, and other assigned education.
• Assist with interview scheduling and candidate communication.
• Coordinate new-hire start dates and training schedules.
• Maintain organized employee administrative records.
• Follow up regarding incomplete documents or onboarding requirements.
• Maintain onboarding and training checklists.

This position supports HR-related administrative functions but does not independently make hiring, disciplinary, compensation, promotion, or termination decisions unless specifically delegated by leadership.

• Maintain project trackers, task lists, calendars, and follow-up systems.
• Track assignments from beginning through completion.
• Monitor deadlines and follow up regarding outstanding work.
• Assist with developing and organizing standard operating procedures, checklists, playbooks, policies, and training materials.
• Make sure completed resources are stored in accessible and organized locations.
• Identify recurring administrative or workflow problems.
• Bring repeated operational gaps or breakdowns to leadership’s attention.
• Assist with implementing new technology, workflows, systems, and office processes.
• Coordinate meetings, training sessions, staff activities, special events, and operational projects.
• Gather and organize information needed by leadership.