IC
370 physician s administrative assistant jobs found
Refine Search
Categories
City
Onsite/Remote
Uo
RR
Rochester Regional Health
Rochester, NY
Apr 26, 2026
Uo
AH
RR
CH
AH
CH
Inspired HR is proud to partner with a leading physician in Calgary to recruit a Physician’s Administrative Assistant for a well-established, patient-focused medical clinic.
About the Role
The Physician’s Administrative Assistant provides high-level administrative, operational, and financial coordination support to the Physician. This is a dynamic role that requires exceptional organization, professionalism, and attention to detail. This person will support both the clinic and the Physician’s consulting business - which functions as a separate, revenue-generating entity - ensuring all operations run smoothly and efficiently.
This position combines traditional administrative support with light bookkeeping, contract administration and city-based errands. The ideal candidate is proactive, tech-savvy and thrives in an environment where no two days are the same.
Key Responsibilities
Administrative Support
- Manage and maintain the Physician’s calendar, ensuring meetings, events, and consultations are scheduled according to standardized templates and clinic protocols.
- Act as a central point of contact for the Physician - prioritizing communications, managing email correspondence, and anticipating needs.
- Prepare, review, and organize documents for signature, including client and vendor contracts, ensuring accuracy and completeness.
- Maintain filing systems and confidential records for both the clinic and consulting business.
- Coordinate travel arrangements, appointments, and logistics as needed.
Financial & Operational Coordination
- Submit invoices, track payments, and reconcile deposits for both clinic and consulting operations.
- Monitor accounts receivable and ensure timely follow-up on outstanding invoices.
- Collaborate with the accountant to ensure accurate reporting; assist with basic spreadsheet tracking (the accountant will create more complex files if required).
- Maintain organized records of financial transactions, contracts, and supporting documentation.
Project & Business Support
- Support the Physician’s consulting business by managing scheduling, invoicing, and client communications in alignment with business objectives.
- Track project timelines, deliverables, and follow-ups to ensure commitments are met.
- Conduct research, compile data, and prepare presentations or reports as needed.
Errands & Logistics
- Complete local errands such as banking, mail, supply pick-ups, and deliveries as required.
- Maintain discretion and professionalism while managing personal and business-related tasks for the Physician.
Relationship & Communication Management
- Liaise with staff, vendors, clients, and professional partners on behalf of the Physician.
- Build positive working relationships and represent the clinic with professionalism and warmth.
- Uphold strict confidentiality and discretion in all aspects of the role.
- Three years of experience as an Assistant, Administrative Coordinator, or similar role supporting a senior leader.
- Experience in a clinic, healthcare, or professional services environment is an asset.
- Strong organizational, communication, and problem-solving skills.
- Proficiency with Microsoft Office (especially Outlook and Excel) and comfort using digital tools (e.g., Google Workspace, project management or accounting platforms).
- High level of accuracy and attention to detail, particularly with scheduling, invoicing, and contracts.
- Professional, reliable, and able to work independently with minimal supervision.
- Valid driver’s license and access to a reliable vehicle (mileage reimbursed for approved errands).
department
Confidential Client
About Inspired HR
The Alberta Family Wellness Initiative (AFWI), powered by the Palix Foundation, connects the science of brain development with system-wide policy and practice. We champion the translation of evidence into action across sectors from health and education to social services and justice.Why Join UsAs Executive Assistant, you will play a pivotal role in enabling high-impact work. You’ll support a leadership team that partners with researchers, policymakers, and community organizations to scale evidence-based change. You will be part of a team that values continuous learning, meaningful impact, and innovative thinking. Our culture is built on collaboration, shared values, and a drive to influence systems rather than just isolated projects.The Executive Assistant (EA) plays a critical role in supporting the leadership team and overall operations of the Palix Foundation. This role is primarily focused on advancing the work of the Foundation through executive-level support, coordination, and communication. In addition, the EA will serve as an occasional backup to the Patron’s Personal Executive Assistant, ensuring continuity of support during absences. This position is designed for a highly organized, discreet, and adaptable professional who thrives in a dynamic environment, values confidentiality, and excels in balancing priorities. ;Key ResponsibilitiesCalendar and SchedulingManage scheduling for Palix leadership and the organization-wide calendar.Maintain the central contact calendar for the Foundation.Coordinate meetings, including preparing background briefings, agendas, and related materials.Ensure smooth coordination of leadership schedules.Email and CommunicationProvide communications support to leadership.Manage logistics-based communication such as scheduling, confirmations, and forwarding external correspondence for review.Serve as gatekeeper by reviewing, prioritizing, and acknowledging messages. Draft replies for approval, manage follow-ups, and ensure effective information flow.Handle sensitive information with the highest level of discretion and professionalism.MeetingsCoordinate logistics for meetings, ensuring materials are prepared in advance.Track action items and follow up on leadership’s behalf where appropriate.Travel and ExpensesArrange domestic and international travel logistics for leadership and staff as directed.Support leadership with expense reconciliation and reporting.Events and CoordinationAssist with the planning and execution of staff meetings, board-related activities, and occasionally with community events in collaboration with the Events and Communications team.CRM and ContactsMaintain Palix’s contact database (CRM), ensuring accurate and timely entry of new information.Internal Processes and Knowledge ManagementSupport leadership with internal workflows, record keeping, and document management.Assist in maintaining organizational templates, proofreading, and formatting documents.Monitor deadlines, deliverables, and milestones for leadership projects.Backup DutiesProvide occasional backup support for the Patron’s Personal Executive Assistant during absences (approximately six weeks annually, following successful completion of probation). Duties may includeCalendar and scheduling support.Managing essential communications and follow-ups.Coordinating personal and professional logistics.Exercise the highest standards of confidentiality when handling sensitive personal and organizational matters.Working Style and CultureLocation: Onsite - SW Calgary.Hours: Core business hours, with occasional evening or weekend commitments.Attributes: Organized, proactive, flexible, self-motivated, and team-oriented.Fit within the Palix Foundation’s collaborative and high-trust culture is essential.