Executive Assistant to Chief Executive Officer

Company Description

Matics Medical Office Services specializes in providing billing support for behavioral health practices across the United States, including psychotherapy, psychiatry, ABA, and chemical health services. Combining the personalized attention of an individual medical biller with the efficiency of a larger organization, Matics serves over 30 practices and is proficient in multiple software platforms such as TherapyNotes, AdvancedMD, and Kareo. The company employs skilled billers and credentialing specialists and offers additional support with staffing and payroll. Matics prioritizes HIPAA compliance by using encrypted communication methods and strictly keeping patient data within the continental United States, adhering to Medicare Advantage Plan regulations.

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Part-Time Executive Assistant to support the CEO in both in-office and virtual capacities. The primary goal of this role is to help the CEO operate as an effective leader by providing administrative, operational, and organizational support.

This position requires someone who is flexible, resourceful, and capable of handling a variety of tasks as business needs evolve. Responsibilities may change over time, but the role will consistently focus on improving efficiency, communication, and follow-through across the organization.

Key Responsibilities

• Attend meetings with the CEO and take clear, organized notes, including action items and follow-up tasks
• Help coordinate and organize staff schedules and calendars
• Review KPI tracking sheets and assist in organizing data for leadership review
• Support monthly invoicing and related administrative tasks
• Assist with productivity and process-improvement projects under the supervision of the CEO
• Help track priorities, deadlines, and follow-up items to ensure progress on key initiatives
• Provide general administrative support as needed

Qualifications

• Strong organizational and time-management skills
• Excellent written and verbal communication abilities
• Ability to maintain confidentiality and exercise discretion
• Detail-oriented with strong follow-through
• Comfortable working both independently and under direction
• Proficient in Microsoft Office and/or Google Workspace
• Experience with scheduling, meeting coordination, and administrative support preferred
• Familiarity with KPI reporting, invoicing, or operations support is a plus

Work Schedule

• Part-time position
• Combination of in-office and virtual work
• Schedule may vary based on the CEO’s needs and company priorities

Ideal Candidate

The ideal candidate is dependable, adaptable, and motivated by helping others succeed. This person enjoys creating order, keeping projects moving, and providing high-level support that enables leadership to stay focused on strategic priorities.