Executive Assistant and Practice Operations Coordinator

Job Description

Job Description

St. Louis South Oral Surgery and Evolutions MedSpa are seeking an exceptionally organized, proactive, and resourceful Executive Assistant and Practice Operations Coordinator to support the owner and leadership team across two growing healthcare organizations.

This is not a traditional administrative assistant position. The person selected for this role will serve as an operational extension of the practice owner, helping manage priorities, coordinate schedules, maintain accountability, organize credentialing and compliance activities, support projects, and ensure that important tasks move from discussion to completion.

The ideal candidate is comfortable working in a fast-paced healthcare environment, managing confidential information, communicating with physicians, employees, vendors, hospitals, insurance companies, and outside partners, and handling multiple competing priorities without losing attention to detail.

Position Type: Full-Time. Work Environment: Primarily On-Site, with limited remote work as approved. Reports To: Practice Owner and Executive Leadership.

Primary Responsibilities:

Executive Support:

• Manage and protect the practice owner's professional calendar; coordinate meetings, clinical schedules, leadership obligations, travel, deadlines, and outside commitments.
• Prepare agendas, meeting materials, briefing documents, and follow-up summaries.
• Track decisions, assignments, deadlines, and unresolved items; anticipate scheduling conflicts and operational needs before they become problems; Organize emails, documents, communications, and requests requiring executive attention.
• Help prioritize incoming issues based on urgency, importance, and business impact.
• Draft professional correspondence, internal communications, reports, and presentation materials; and maintain strict confidentiality regarding clinical, financial, personnel, legal, and strategic matters.

Practice Operations:

• Assist leadership with the day-to-day coordination of operations across both organizations.
• Maintain operational task lists, project trackers, calendars, and accountability systems.
• Follow up with managers, employees, vendors, and external partners to ensure assigned work is completed.
• Identify incomplete processes, scheduling gaps, communication failures, and operational bottlenecks.
• Help develop, update, organize, and distribute standard operating procedures.
• Coordinate special projects involving staffing, scheduling, technology, marketing, compliance, facilities, and vendor relationships.
• Support the implementation of new systems, workflows, locations, services, and business initiatives.
• Collect and organize operational data for leadership review; and maintain organized digital files.

Scheduling and Calendar Coordination:

• Coordinate clinical, administrative, leadership, and personal business calendars as assigned.
• Assist with provider schedules, staff coverage, meetings, training, interviews, and special events.
• Monitor the calendar for conflicts, insufficient travel time, incomplete preparation, or missing information.
• Confirm appointments, meetings, deadlines, and required materials.
• Assist with scheduling changes during staffing shortages, emergencies, or unexpected operational disruptions.

Provider Credentialing and Enrollment:

• Coordinate and maintain provider credentialing, recredentialing, and enrollment activities.
• Track licenses, certifications, controlled-substance registrations, malpractice coverage, continuing education requirements, and expiration dates.
• Assist with hospital, ambulatory surgery center, insurance, and payer credentialing; maintain complete credentialing files for surgeons, dentists, medical providers, and other applicable clinicians.
• Communicate with credentialing organizations, hospitals, insurance companies, and government agencies.
• Complete applications, gather supporting documentation, and monitor submissions through approval.
• Maintain a credentialing calendar with renewal dates and advance reminders; escalate delays, missing documentation, and enrollment issues before they affect clinical operations or reimbursement.
• Coordinate credentialing activities associated with new providers, new locations, and new service lines.

Human Resources and Team Coordination:

• Assist with interview scheduling, onboarding, orientation, and employee documentation.
• Coordinate new-hire access, training schedules, system credentials, and required paperwork.
• Maintain confidential personnel files and administrative records; assist leadership with performance-review schedules, employee meetings, and documentation.
• Support internal communication between departments and locations.
• Help organize staff meetings, training sessions, team events, and leadership retreats; track employee licenses, certifications, required training, and renewal dates.
• Assist with recruiting coordination and communication with candidates.

Compliance and Documentation:

• Maintain organized records related to healthcare compliance, employment, credentialing, contracts, insurance, and business operations.
• Assist with HIPAA, OSHA, licensing, policy, and training documentation.
• Monitor recurring compliance deadlines and required renewals.
• Coordinate document collection for audits, inspections, applications, and regulatory requests; ensure sensitive documents are stored and transmitted appropriately.
• Work with leadership and outside advisors on administrative components of legal, financial, and regulatory projects.

Vendor and Project Management :

• Serve as a central point of coordination for selected vendors, consultants, contractors, laboratories, technology companies, and professional partners.
• Schedule meetings and maintain documentation for ongoing vendor projects.
• Track contracts, renewals, deliverables, invoices, and unresolved service issues; compare proposals and organize information for leadership decisions.
• Follow up persistently and professionally until issues are resolved; and maintain project plans with clearly defined owners, deadlines, and next steps.

What Success Looks Like:

The successful candidate will reduce the number of operational details requiring direct owner involvement; ensure that important assignments are documented, delegated, monitored, and completed; prevent credentialing, licensing, scheduling, and compliance deadlines from being missed; improve communication between the owner, leadership team, employees, and outside partners; bring structure to complex or rapidly changing projects; anticipate problems and present practical solutions; maintain accurate records and dependable follow-up systems; and create additional executive capacity by protecting the owner's time and attention.

Required Qualifications:

• At least three years of experience in executive assistance, healthcare administration, practice management, credentialing, operations, project coordination, or a closely related role.
• Demonstrated ability to manage multiple priorities, deadlines, and stakeholders.
• Excellent written and verbal communication skills; strong organizational skills and exceptional attention to detail.
• Ability to handle confidential clinical, employee, financial, and business information; advanced proficiency with Microsoft Office, Google Workspace, electronic calendars, spreadsheets, and cloud-based document systems; ability to learn new software and administrative systems quickly.
• Professional judgment and the ability to communicate appropriately with physicians, executives, employees, patients, vendors, and outside organizations.
• Reliable follow-through without requiring repeated reminders; and the ability to work primarily on-site in the St. Louis area and travel between practice locations when necessary.

Preferred Qualifications:

• Experience in an oral surgery, dental, medical, surgical, aesthetic, or multisite healthcare practice; experience with provider credentialing, payer enrollment, hospital privileges, or professional licensing.
• Experience supporting a physician, surgeon, dentist, business owner, or senior executive.
• Familiarity with healthcare compliance, HIPAA, OSHA, malpractice insurance, and credentialing documentation.
• Experience coordinating projects across multiple locations or business entities.
• Familiarity with practice-management software, electronic health records, customer relationship management systems, and workflow-automation tools.
• Experience with recruiting, onboarding, human resources coordination, or employee record management.
• An associate's or bachelor's degree in business administration, healthcare administration, communications, human resources, or a related field.

Ideal Candidate Profile:

• You may be an excellent fit for this role if you naturally create order from complexity.
• Keep detailed records and do not rely solely on memory; notice when something is incomplete, inconsistent, or likely to become a problem.
• Are comfortable asking for clarification and holding others accountable.
• Can work independently while keeping leadership appropriately informed. Understand the difference between urgency and importance.
• Communicate directly, professionally, and diplomatically.
• Take ownership of outcomes rather than merely completing isolated tasks; are comfortable supporting two distinct but related healthcare brands. Remain calm and effective when schedules, priorities, or circumstances change; and prefer completing tasks correctly and thoroughly rather than simply appearing busy.

This Position Is Not a Fit for Someone Who:

This role is not a fit for someone who requires constant direction or repeated reminders; is uncomfortable managing several simultaneous projects; avoids difficult follow-up conversations; struggles with rapidly changing priorities; has difficulty maintaining confidentiality; waits for problems to be identified by someone else; or views executive assistance as primarily calendar management or clerical work.

Compensation and Benefits:

Compensation is $70,000 annually, plus eligibility for a quarterly performance bonus of up to 5% of base salary. Bonus eligibility is based on objective performance measures, including credentialing accuracy, deadline management, calendar and scheduling reliability, project completion, operational follow-through, and documentation quality. Compensation will also be based on experience, qualifications, and the candidate's ability to assume operational responsibility. Potential benefits may include paid time off, paid holidays, health or supplemental benefits (depending on eligibility), employee discounts on eligible services, professional-development opportunities, and advancement potential as the organizations continue to grow.

Application Instructions:

Please submit a current resume; a brief statement describing your experience supporting executives or healthcare practices; an example of a complex administrative, credentialing, scheduling, or operational project you personally managed; a description of the systems you use to track deadlines, delegated assignments, and follow-up responsibilities; and your desired compensation range and earliest available start date. Qualified candidates may be asked to complete a practical exercise involving calendar prioritization, project tracking, written communication, and credentialing deadline management.

St. Louis South Oral Surgery and Evolutions MedSpa are equal-opportunity employers. Employment decisions are based on qualifications, performance, business needs, and applicable law.