An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
A busy medical practice is seeking a dependable and highly organized Executive Assistant & Clinical Project Coordinator to support a Medical Practice Executive. This role is part of a three-person team consisting of the Executive, a Nurse, and the Executive Assistant & Clinical Project Coordinator. This position supports the Executive through a combination of special project coordination, clinical liaison activities, and occasional personal administrative support. The role focuses on managing email communication, scheduling, and administrative tasks to ensure smooth daily operations. Travel to different clinic sites with the Executive is required. Specific duties of this role include, but are not limited to: Coordinate and execute assigned clinical and operational projects from inception through completion, exercising sound judgment, initiative, and independent decision-making while keeping leadership informed of progress and outcomes. Manage and organize high-volume email inboxes, ensuring timely responses and appropriate follow-up. Draft, proofread, and distribute professional correspondence and communications. Maintain complex calendars, schedule appointments, and coordinate meetings and events. Serve as a primary point of contact for staff, patients, vendors, and external partners. Prepare, organize, and maintain reports, presentations, records, and other business documents. Assist with digital file management, recordkeeping, and general office operations. Conduct research and compile information, summaries, and recommendations as requested. Coordinate travel arrangements, registrations, licensing renewals, and related logistics. Collaborate closely with executive leadership and clinical support staff to facilitate efficient workflow and operations. Travel to clinic locations as needed to support operational, administrative, and project-related activities. Coordinate and support property management activities as directed by the Property Manager, including vendor relations, facility projects, administrative tasks, and other operational initiatives. Perform additional administrative duties, special projects, and related responsibilities as assigned.
Supervisory Responsibility:
This position has no supervisory responsibilities.
Qualifications:
2+ years of experience as an Executive Assistant or similar administrative role Healthcare experience preferred
Skills & Abilities:
Strong skills in email management and scheduling Excellent written and verbal communication Proficiency with Microsoft Office and Google Workspace Ability to multitask and adapt in a fast-paced environment Demonstrated professionalism, reliability, and discretion in handling confidential and sensitive information
Work Environment:
While performing the duties of this job, the employee works in a clinic or surgery center setting on regular basis and accompanies physician to satellite locations as needed. This position is 100% in-office due to the nature of the responsibilities.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to grasp, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop, kneel, crouch; talk, hear and smell. The employee must be able to sit for extended periods. The employee must be able to lift or move up to 10 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Compensation & Work Schedule:
Full-time:
40 hours/week. Non-Exempt.
Day Shift:
Monday - Friday. A competitive benefits package including medical, dental, vision, disability, and life insurance, 401(k) plan, PTO time, paid holidays, and HSA plan is offered. Mileage reimbursement at standard IRS rate. Starting wage dependent upon experience.
