Role and Responsibilities

• Administrative Management
  • Maintain and coordinate the Medical Directors calendar, prioritizing appointments and resolving scheduling conflicts.
  • Prepare, proofread, and edit correspondence, reports, and presentations, as directed
  • Organize and maintain files, records, and documentation in compliance with healthcare regulations
    
• Communication & Stakeholder Coordination
  • Act as the primary liaison between the Medical Director and internal/external stakeholders, including healthcare professionals, and staff
  • Draft and manage high-level communications, ensuring timely responses and consistent messaging, as directed
  • Screen and prioritize incoming calls, emails, and requests
  • Respond to emails as designated
    
• Meeting & Event Coordination
  • Schedule, plan, and coordinate meetings, including virtual and on-site
  • Prepare agendas, presentations, and briefing materials for meetings and follow-up on actionable items
    
• Project and Initiative Support
  • Assist the Medical Director with managing projects
  • Track progress, handle follow-ups, and resolve issues related to project timelines and goals
    
• Confidentiality
  • Ensure that all activities comply with organizational policies and healthcare regulations
  • Executive level knowledge to keep confidential

Qualifications and Education Requirements

• Bachelors degree in Business Administration, Healthcare Administration, or a related field preferred
• 3+ years of proven experience as an executive assistant, preferably in the healthcare sector
• Strong proficiency in Google Suite, EMR and scheduling tools
• Familiarity with healthcare terminology, HIPAA regulations, and industry practices is a plus
• Organizational, time-management, and multitasking abilities
• Excellent written and verbal communication skills

Preferred Skills

• High level of discretion and professionalism in handling confidential matters
• Strong problem-solving skills and adaptability in a dynamic environment
• Proactive, self-motivated, and capable of anticipating needs
• Excellent interpersonal skills and ability to interact with individuals at all organizational levels