Physician's Administrative Assistant

1 day ago

Calgary, Alberta, Canada Inspired HR Full time $60,000 - $80,000 per year

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.
Requirements
  • 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).

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