Executive Assistant/Receptionist

Hiring an Executive Assistant / Receptionist!

Job Description

This role provides comprehensive administrative and front desk support to a busy medical office, ensuring smooth daily operations and a professional experience for patients, visitors, and staff. The Executive Assistant / Receptionist manages schedules, coordinates meetings, maintains accurate records, and supports patient coordination while helping to improve overall office efficiency in a private healthcare setting.

Responsibilities

• Assist the office with a wide range of daily administrative tasks to ensure smooth and efficient operations.
• Manage calendars and schedules, including coordinating multiple people's availability for meetings and appointments.
• Perform receptionist and front desk duties, including greeting patients and visitors, answering phones, and directing inquiries appropriately.
• Handle electronic and paper filing, ensuring that documents, medical charts, and records are organized, accurate, and easy to retrieve.
• Complete data entry tasks with a high level of accuracy and attention to detail.
• Support patient coordination activities, helping to organize appointments and follow-up visits in a timely and efficient manner.
• Provide administrative support to leadership, including working directly with the COO to improve office workflows and efficiency.
• Monitor and ensure that all necessary tasks and office responsibilities are completed on time each day.
• Take on new tasks and responsibilities as needed to support the needs of the practice.
• Collaborate with clinical and administrative staff to support a positive and efficient patient experience.

Essential Skills

• Proficiency with Microsoft Outlook and Microsoft Office applications for email, scheduling, and document creation.
• Strong calendaring and calendar management skills, including coordinating schedules for multiple people.
• Proven administrative assistance experience, ideally in an executive assistant capacity.
• Experience performing receptionist and front desk duties in a professional office environment.
• Demonstrated customer service skills with a professional and welcoming demeanor.
• High attention to detail, especially in filing, documentation, and data entry tasks.
• Ability to manage electronic and paper filing systems, including organizing and maintaining medical charts.
• Strong data entry skills with accuracy and efficiency.
• Ability to quickly learn and take on new tasks and responsibilities.
• Effective communication skills, both in person and over the phone.

Additional Skills & Qualifications

• Executive assistant experience supporting leadership in a professional setting.
• Healthcare experience, preferably in a private medical practice.
• Experience working in a gastrointestinal (GI) or similar medical office environment is beneficial.
• Patient coordination experience, including scheduling and managing patient appointments.
• Front desk experience in a medical or healthcare setting.
• Familiarity with handling and organizing medical charts and patient records.
• Strong organizational and time management skills to handle multiple tasks and priorities.
• Ability to work independently while also collaborating effectively with a broader office team.

Work Environment

This position is fully onsite in a gastrointestinal (GI) medical office. The standard schedule is Monday through Friday from 9:00 a.m. to 5:00 p.m. You may occasionally be asked to work an early or late shift or an occasional weekend, depending on the surgical schedule, so flexibility is important.

You will work in a professional clinical office environment, primarily at the front desk and administrative areas, using standard office technologies such as computers, phones, and Microsoft Office tools. The role involves frequent interaction with patients, visitors, and healthcare professionals, requiring a polished, professional appearance and demeanor appropriate for a medical office setting

Job Type & Location

This is a Contract to Hire position based out of Rego Park, NY.

Pay And Benefits

The pay range for this position is $25.00 - $30.00/hr.

Requirements

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Rego Park,NY.

Application Deadline

This position is anticipated to close on Jun 22, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.