Office Administrative Assistant

Job ID: 10-2022-211


Specialty Eye MDs is a large and comprehensive Ophthalmology practice in New Jersey. We are the recognized leader in vision care treating adults and children.



The ADMINISTRATIVE ASSISTANT is responsible for managing the day-to-day schedule of the Practice Management team, creating detailed reports of business matters and directing problem-solving strategies for the office, with the ability to work well under pressure, organize complex schedules, create spreadsheets and presentations, prepare agenda for staff and vendor meetings. This position reports to the Practice Manager.



  • Serve as the point of contact for The Practice Manager’s office
  • Manage inbound /outbound calls and electronic communications for the Practice Manager’s  office
  • Serve as the gatekeeper for the Executive Management Office, screen appointments
  • Coordinate and schedule staffing for all the locations
  • Prepare detailed reports for the executive management  team including financial statements for third party providers, office expense reports, memos and invoices
  • Procurement of Office Supplies, maintain inventory, vendor relations for device management, contract administration and renewals/cancellations and manage cost control.
  • Tracking 3rd party Diagnostic Testing records and reporting weekly to Billing Dept. for reconciliation
  • Record and prepare minutes-of-the-meeting for the Practice Manager
  • Provide HR support
  • Provide all other general administrative support as needed



  • Professional communication skills
  • Office management experience
  • Knowledge of Digital Marketing, PPC Management (Facebook, Google, LinkedIn), social media updates on website and responding to patients reviews.
  • Experience in Office 365, report generation by collating data, making pivot tables, pie-charts etc.
  • Extensive knowledge of Google G-Suite
  • Proactive and thorough problem-solving skills
  • Ability to prioritize tasks and manage a daily workload
  • Ability to work well under pressure and meet deadlines on short notice
  • Excellent organizational and time management skills
  • Relationship management experience
  • Previous experience as an executive assistant or other relevant job experience
  • Bachelor’s degree in Science or Business.
  • Ability to collaborate across departments and build effective relationships with internal and external stakeholders to achieve goals.
  • Knowledge of third party software, computers and network highly desirable
  • Ability to achieve team goals while demonstrating organizational values and utilizing resources responsibly.
  • Ability to be proactive and take initiative.
  • Exhibit high level of quality through attention to detail and monitoring of work.
  • Ability to work independently on assigned tasks, as well as to accept direction on given assignments.
  • Deals with confidential information and/or issues using discretion and judgment.



  • Prior experience as an Office Assistant in a medical office.

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