Executive Assistant

Position Summary 

Provide disciplined, behind-the-scenes support to the Director of Revenue. The role is execution-heavy in coordination, scheduling, tracking, and structured communication, with limited direct interaction with major external parties (e.g., payors, banks, vendors). Priorities may shift frequently; the position requires responsiveness, accuracy, and consistent follow-through. 

Responsibilities 

Coordination & Scheduling 

• Control the Director’s calendar; schedule recurring revenue cadences (KPI reviews, AR stand-ups, month-end checkpoints). 

• Arrange meetings with internal stakeholders and, when directed, set meetings for the Director with external parties. 

• Prepare agendas, pre-reads, supporting files, and talking points; ensure meetings start on time with required materials. 

Tracking & Follow-Through 

• Capture decisions and action items during meetings; assign owners and due dates; maintain trackers until closure. 

• Maintain dashboards/logs for AR aging, DSO, denials, adjustments, cash receipts, authorization status, and open issues. 

• Monitor expected vs. actual cash activity; flag variances internally with concise context and required actions. 

Documentation & Reporting 

• Prepare and maintain executive-level notes, summaries, SOPs, and weekly/month-end revenue packets (metrics, trends, variances, next steps). 

• Produce clean spreadsheets and slides from data exports (pivots, lookups, filters, data validation). 

• Keep version-controlled, audit-ready folders for contracts, fee schedules, payor rosters, and related artifacts. 

Communication Boundaries 

• Conduct templated, limited external communication only when instructed (e.g., confirmations, scheduling). 

• Route negotiations, escalations, and substantive external matters to the Director; provide briefing materials and context. 

• Maintain professional internal communication standards (clear, concise, action-oriented). 

Process & Controls 

• Maintain and periodically refine meeting templates, trackers, SOPs, and filing structure. 

• Support audit readiness by ensuring documentation is complete, current, and retrievable. 

• Surface blockers early with a proposed next step or decision request. 

Qualifications 

• 3+ years supporting senior leadership in finance, revenue cycle, or operations-focused EA roles. 

• Financial literacy with practical comfort in AR concepts (aging buckets, DSO, denials/appeals, write-offs, EFT/ERA). 

• Advanced Excel/Google Sheets (pivots, XLOOKUP/VLOOKUP, conditional logic); proficient in Word/Docs and PowerPoint/Slides. 

• Strong written communication; high attention to detail; consistent deadline execution. 

Tools 

• Microsoft 365 and Google Workspace. 

• Task/issue trackers (e.g., Asana/Trello/ClickUp) as assigned. 

• EMR/RCM reporting exports; payer and banking portals (primarily for document retrieval, scheduling, and reference). 

Requirements

This is a full time role

Up to $6/hr