Executive Assistant

Position Title: Executive Assistant to Physician Leaders Position Summary We are seeking a highly organized, proactive, and discreet Executive Assistant to support 2-3 physician leaders. The ideal candidate thrives in a boutique, high-touch practice setting and is comfortable managing both executive responsibilities and concierge-level coordination for patients, physicians, and practice operations. This individual will serve as a trusted right hand to the physician executives while helping maintain an exceptional patient experience. This role manages complex scheduling, executive communications, operational coordination, and high-priority projects. Key Responsibilities Executive Support Provide high-level administrative, operational, and coordination support so leadership can focus on Lown's key priorities. As a trusted partner, you will manage complex calendars, prepare executives for meetings, coordinate communications, and ensure follow-through on key initiatives throughout the organization. Coordinate personal and professional appointments, speaking engagements, and events. Coordinate internal and external meetings, including board, clinical, and leadership meetings. Prepare agendas, presentations, reports, briefing materials, and correspondence. Screen and prioritize communications, emails, and requests. Track deadlines, follow-up items, and strategic initiatives. Administrative Coordination Organize and maintain confidential files, records, and executive documentation. Handle expense reports, invoices, and reimbursement submissions. Support event planning, conferences, speaking engagements, webinars, and executive travel logistics. Communication & Liaison Serve as a primary point of contact between the physician executive and staff, leadership, vendors, and external stakeholders. Draft professional communications on behalf of the executive. Facilitate smooth communication across departments and teams. Maintain strict confidentiality regarding sensitive business and patient-related information. Project & Operations Support Assist with strategic projects, operational initiatives, and meeting follow-through. Support workflow improvements and process organization. Coordinate special projects and ad hoc assignments. Concierge Patient Coordination Serve as a warm, professional point of contact for concierge patients and VIP clients. Coordinate appointments, referrals, testing, and follow-up communications. Communicate with patients, specialists, hospitals, and vendors in a timely and professional manner. Support patient scheduling logistics and practice flow. Evaluate incoming requests, calls, and correspondence and direct them to the appropriate person or operational area. Help ensure a seamless, white-glove patient experience. Qualifications Bachelor’s degree preferred or equivalent professional experience. 3–7+ years of executive assistant experience supporting senior leadership. Healthcare, medical practice, hospital, or physician executive support experience strongly preferred. Exceptional organizational, multitasking, and time-management skills. Strong written and verbal communication skills. High level of professionalism, discretion, and emotional intelligence. Ability to work independently and anticipate needs proactively. Technical Skills Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Experience with calendar management and virtual meeting platforms. Familiarity with healthcare systems, EMR/EHR platforms, or healthcare administration tools is a plus. Comfortable learning new software and systems quickly. Preferred Attributes Service-oriented mindset with a calm, solutions-focused approach. Strong attention to detail and follow-through. Resourceful problem solver with excellent judgment. Anticipates needs before they arise. Strong sense of discretion, loyalty, and accountability. Ability to build positive relationships with patients and professional contacts. Work Environment Full-time position. May involve hybrid or on-site work depending on organizational needs. Some flexibility outside of standard business hours may occasionally be needed. Compensation & Benefits Competitive salary based on experience. Health, dental, and vision insurance. Long-term disability. Paid time off and holidays. Retirement plan and professional development opportunities. Free parking. #J-18808-Ljbffr JobsInMass.com