About the Role
This is a part-time, hybrid position near Everett, WA ideal for someone who thrives on organization, communication, and keeping a small but busy office running smoothly. You'll work closely with physicians, board members, attorneys, and vendors to coordinate everything from contracts to social events.
Key Responsibilities
Contracts & Partnership Coordination
- Prepare, route, and track contracts through DocuSign
- Coordinate partnership agreement/separation paperwork and timelines with the group's attorneys
- Maintain organized records of executed agreements and follow up on outstanding signatures
Meeting Support & Governance
- Prepare agendas, take and distribute meeting minutes for board, business, operations, and strategic planning meetings (approx. 2–3 virtual meetings/month; ~10 in-person meetings/year)
- Reserve meeting spaces and coordinate catering for in-person meetings
- Send meeting invitations and manage RSVPs/calendar logistics
- Record and maintain attendance records for all meetings
Communications & Digital Presence
- Maintain and update the company website with current content
- Coordinate with Human Resources and the external IT vendor to facilitate timely setup and deactivation of employee email accounts and network access as part of onboarding and off-boarding
- Develop and maintain the organization's social media presence to enhance brand visibility, engagement, and community outreach
- Maintain and organize the SharePoint site, ensuring documents are current and easy to locate
- Manage and update email and text/SMS listservs for group communications
- Coordinate and distribute company-wide surveys, ensuring timely communication and supporting feedback collection
Events & Culture
- Partner with the Social Chair to plan and execute quarterly social/team-building events
- Handle logistics, vendor coordination, and budgets for events as needed
Operations
- Answer office phone and messages, routing calls/inquiries as appropriate
- Process and submit medical records requests to the billing company
- Schedule Administrator on Call weeks in ShiftAdmin and coordinate swaps as needed
- Check office mailbox and distribute mail into hospital mailboxes (monthly)
- Coordinate scrub ordering for physician staff (sizing, ordering, tracking, distribution)
- Manage memberships and subscriptions
- Process payment of Medical Staff dues
- Track and maintain medical professional licenses to ensure ongoing compliance; post updates in HRIS system
- Handle professional society membership renewals
- Coordinate and manage the night-shift draft process
- Provide general administrative support to physician leadership as needed
Finance Manager Support
- Submit corporate credit card receipts and supporting documentation to the Finance Manager for timely reconciliation and accurate record keeping
- Download monthly reconciliation statements and upload supporting PDF documentation to the HRIS system as needed
- Track and monitor hours to determine and maintain benefit eligibility in accordance with applicable policies
Special Events & Medical Director Support
- Support the ED Medical Director with planning and coordination of one-off events (e.g., EM RN Day, EMS Week)
Qualifications
- 2+ years of administrative, office coordination, or executive assistant experience (healthcare or professional services environment a plus)
- Strong written communication skills, particularly for meeting minutes and correspondence
- Comfortable managing multiple priorities independently in a hybrid/part-time role
- Proficiency with Microsoft Office/SharePoint, DocuSign, and basic website content management
- Experience with email/SMS listserv or distribution list tools (e.g., Mailchimp, Constant Contact, or similar) a plus
- Discretion in handling confidential business and legal documents
- Reliable transportation for occasional in-person meetings and events in Everett, WA
Preferred Skills
- Prior experience supporting a physician group, medical practice, or board of directors
- Familiarity with basic bookkeeping or vendor/contract management
- Event planning experience
- Comfortable using AI tools (e.g., transcription/summarization software) to support meeting documentation efficiently
To apply, please submit your resume and a brief cover letter. Interviews will be conducted confidentially; company details will be disclosed to candidates who advance in the process.
