Executive Assistant | Full-Time Position

Location:   Support Office - Phillipsburg, Kansas
Company:  Midwest Family Health
Schedule:   Monday–Friday | On-site

Are you organized, proactive, and passionate about making a meaningful impact in your community?

Small Town. Big Impact 

Join Midwest Family Health, where we believe improving lives starts with a smile, a name, and going the extra mile.  We are a multi-location pharmacy and home medical equipment business in Phillipsburg, Kansas.

We're hiring an Executive Assistant who brings exceptional attention to detail and strong organizational skills to support ownership with accounting, operations, and internal process execution. 

You’ll be the heartbeat of our Support Office—Key Responsibilities:

• Accounting and Vendor Coordination: Own day-to-day accounting tasks including payables and vendor relationships, helping keep our operations running smoothly (QuickBooks experience preferred)
• Internal Operations Support: Be the go-to for our team—answering calls, managing supplies, and keeping the support office efficient and responsive
• Project Coordination: Keep business initiatives on track by monitoring tasks, timelines, and follow-ups across departments
• Documentation & Compliance: Maintain clear, consistent records that support efficient workflows and quick access when it counts

We’re Looking for Someone Who:

• Has 2+ years in administrative or executive support
• Is a self-starter with excellent attention to detail
• Can manage sensitive information with integrity and discretion
• Is proficient in Microsoft Office and QuickBooks
• Values communication, accountability, and teamwork
• Embodies our commitment to efficiency, empathy, and innovation

“Doing More, Together!” isn’t just our motto — it’s how we serve every patient, every teammate, every day.

Pay & Perks

• Minimum Starting Wage of $17.00/hour, with potential for higher pay based on experience and qualifications
• Benefits: PTO, paid holidays, full benefits package (health, dental, vision, 401(k) with match, and more)
• Work-Life Balance: A flexible, people-first environment that values your contributions

WHY MIDWEST FAMILY HEALTH?

At Midwest Family Health, we serve small-town communities with big-hearted care.
You’ll be joining a team that lives its values and makes a difference.

• Supportive, family-oriented culture
• Meaningful work that empowers others
• Competitive pay & mileage reimbursement
• The chance to grow with a mission-driven company

Learn more and apply now
Visit https://www.midwestfamilyhealth.com/careers/ for the full job description and application.

Expectations: 

· Promote and adhere to the mission, vision, and values of Midwest Family Health

· Honest, loyal, and trustworthy

· Discreet and able to manage highly confidential information

· Strong attention to detail and commitment to accuracy

· Self-starter with initiative and ability to work independently

· Able to handle multiple tasks efficiently and effectively

· Proficient in Microsoft Office (especially Word, Excel, and Outlook)

· Skilled in the use of QuickBooks, or similar accounting programs

· Skilled in scanning, document organization, and both electronic and physical file systems

· Excellent verbal and written communication skills

· Ability to work professionally with vendors, team members, and leadership

· Skilled in operating basic office equipment (copiers, scanners, fax machines)

· Uses sound judgment in handling sensitive matters and determining when to escalate issues

· Ability to sit or stand for extended periods, lift up to 40 pounds, and maneuver in office settings

· Vision and hearing correctable to normal

· Ability to read, write, and speak English fluently

· Good short and long-term memory

· Recognize own limitations and seek assistance when required

· Function within the limits of the law and Midwest Family Health policies and procedures and the employee manual

Executive-Level Support and Project Coordination:

· Manage and coordinate projects and initiatives led by the owner or leadership team, ensuring timely follow-through and clear communication

· Provide confidential support to the owner, including handling sensitive assignments, documentation, and file organization

· Support and coordinate meetings, including logistics, materials, and communication as needed

· Act as a liaison with vendors for onboarding, credit applications, and follow-up

· Serve as a notary public for internal company needs

· Anticipate operational needs and assist with prioritizing tasks, documentation, and follow-up to keep workflows on track

Communications:

• Professionally answer and direct incoming calls; take accurate messages as needed
• Greet guests upon arrival and ensure a welcoming, comfortable experience
• Monitor and promptly respond to email correspondence; ensure timely follow-up and clear communication 
• Oversee the Support Office fax line and route faxes to appropriate team members 
• Sort and distribute incoming mail and documents from store locations 
• Provide responsive assistance to team members across all store locations with questions or support needs

Accounting Support – Payables and Receivables:

• Enter vendor invoices, credits, credit card transactions, and check payments into QuickBooks, ensuring all entries are supported with proper documentation and required approvals
• Post customer and insurance payments in the pharmacy software system, assist with the accounts receivable reconciling process, and manage daily bank deposits
• Manage and reconcile monthly inter-company transactions and billings
• Process and mail weekly check payments and monthly customer statements
• Additional accounting functions, including generating periodic invoices, reconciling gift card balances, and submitting coupons to vendors, along with other tasks as needed

File and Document Management:

• Create, organize, and maintain both physical and electronic filing systems
• Ensure electronic documents are named and stored in a consistent manner to support efficient retrieval and audit readiness
• Manage the annual archiving of physical and electronic records

Inventory and Supply Management:

• Monitor inventory levels of office and operational supplies for the Support Office and stores; reconcile on-hand counts with inter-company billings and initiate cost-conscious supply orders while sourcing appropriately
• Track and document supply deliveries and ensure proper distribution to intended locations

Other:

• Handle miscellaneous support tasks such as general office cleaning, taking out trash, and keeping shared and personal work areas tidy; water plants as needed
• Use of personal vehicle may occasionally be required – mileage reimbursed at federal rate
• Must be adaptable to changes and willing to support smooth operations across all departments, including collaboration within the Support Office team
• Trusted to manage shifting priorities and handle a broad scope of responsibilities with minimal oversight
• Perform other duties as assigned