Medical Administrative Assistant

Job Description

Job Description

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 providers
• Manage calendars, scheduling, meetings, and conference coordination
• Prepare executive reports, spreadsheets, presentations, and operational summaries
• Draft professional correspondence, memos, policies, and meeting recaps
• Maintain confidential records and sensitive information with discretion
• Coordinate interdepartmental communication and follow-up on action items
• Assist with operational projects, workflow implementation, and process improvement initiatives
• Organize and maintain administrative files, records, and documentation systems
• Assist with IT functions (i.e. new employee workstation set-up of computer and components)

Accounts Payable & Financial Support

• Process invoices, expense reports, and vendor payments
• Maintain accounts payable records and ensure timely payment processing
• Reconcile invoices and assist with tracking operational expenses
• Communicate with vendors regarding billing discrepancies and payment inquiries
• Assist leadership with financial tracking, reporting, and budgeting support
• Maintain organized financial documentation and audit-ready records
• Track recurring office expenses and supply-related expenditures

Payroll & Timekeeping Support

• Assist with payroll preparation and timekeeping review
• Audit employee timesheets for accuracy and policy compliance
• Track PTO balances, attendance records, and payroll-related documentation
• Coordinate with payroll providers regarding employee updates and corrections
• Support onboarding and termination payroll processes
• Assist with payroll reporting and reconciliation tasks

Human Resources & Compliance

• Assist with employee onboarding and offboarding processes
• Ensure completion and maintenance of HR compliance documentation, including I-9s and personnel files
• Support background checks, credential verification, and onboarding compliance
• Maintain confidentiality regarding employee records and HR matters
• Assist with policy implementation and acknowledgment tracking
• Support benefits enrollment and employee communication initiatives
• Help ensure compliance with company policies, HIPAA, OSHA, and employment regulations
• Maintain employee files and HR tracking systems in an organized and audit-ready manner

Reporting, Census & Data Management

• Generate and maintain daily, weekly, and monthly census reports
• Prepare productivity, operational, payroll, and financial reports
• Utilize Microsoft Excel to create spreadsheets, dashboards, trackers, and data analysis reports
• Monitor departmental metrics and assist leadership with performance tracking
• Maintain accurate databases, logs, and reporting systems
• Assist with insurance, patient census, scheduling, and operational reporting as needed
• Compile and analyze operational data for leadership review

Office Supply Ordering & Inventory Management

• Manage office supply ordering for all office locations
• Monitor inventory levels and maintain appropriate stock of office and operational supplies
• Research vendors and obtain pricing for office purchases and supplies
• Coordinate supply deliveries and maintain organized storage areas
• Track usage trends and proactively reorder supplies to prevent shortages
• Maintain inventory logs and supply expense tracking
• Assist with ordering equipment, furniture, and administrative materials as needed
• Coordinate with department leads regarding supply needs and special requests

Office Operations Support

• Assist with multi-location operational coordination
• Maintain organized office systems and administrative workflows
• Coordinate supplies, equipment, maintenance requests, and vendor communication
• Support front office and administrative staff as needed
• Participate in meetings and assist with implementation of operational improvements
• Assist with facility coordination and administrative problem-solving
• Perform additional administrative duties as assigned

Qualifications

• Minimum of 3 years of administrative experience in a medical office or healthcare setting preferred
• Strong knowledge of medical office operations and healthcare administration
• Experience with accounts payable, payroll support, and HR processes preferred
• Advanced proficiency in Microsoft Excel required
• Strong proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint)
• Experience with Microsoft Teams preferred
• Experience with payroll systems, HR platforms, or practice management systems preferred
• Excellent written and verbal communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Professional demeanor and ability to maintain confidentiality
• Strong analytical and problem-solving skills
• Ability to work independently and collaboratively with leadership and staff

Preferred Experience

• Experience in behavioral health, psychiatry, or multi-provider medical practices
• Familiarity with healthcare reporting, census tracking, and operational metrics
• Experience with ADP, Valant, Availity, or healthcare administrative platforms preferred
• Knowledge of HIPAA and healthcare compliance standards
• Experience managing inventory, purchasing, or office supply coordination preferred

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Ability to occasionally lift office supplies and materials up to 20 pounds
• Ability to travel between office locations as needed

Benefits

• Competitive compensation based on experience
• Paid Time Off (PTO)
• Paid Holidays
• Health, Dental, and Vision Insurance
• 401(k) Retirement Plan
• Professional growth opportunities

Schedule

• Full-Time
• Monday – Friday
• Occasional overtime as operational needs require

Equal 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

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Executive administrative support: 3 years (Required)
• Accounts payable: 3 years (Required)
• Payroll: 3 years (Required)

Language:

• English (Required)
• Spanish (Preferred)

Location:

• Plano, TX 75024 (Preferred)

Ability to Commute:

• Plano, TX 75024 (Required)

Work Location: In person

We are committed to providing exceptional care in an environment that fosters trust and healing, and that strives for recovery. Through education, advocacy, activism, and support we aim to reduce the stigma associated with mental illness. We are dedicated to assisting our patients in living a healthy, balanced and productive life to achieve their aspirations.

Company Description

We are committed to providing exceptional care in an environment that fosters trust and healing, and that strives for recovery. Through education, advocacy, activism, and support we aim to reduce the stigma associated with mental illness. We are dedicated to assisting our patients in living a healthy, balanced and productive life to achieve their aspirations.