Executive Assistant

Job Description

Job Description

Position Title

Medical Executive Assistant

Department

Corporate Office

Reports To

Chief Executive Officer (CEO), President, and Executive Leadership Team

Position Summary

The Medical Executive Assistant provides high-level administrative and operational support to the CEO, President, and Directors of the company. This position serves as a trusted liaison between executive leadership, physicians, staff, vendors, and external partners while ensuring the efficient day-to-day operation of the corporate office. The ideal candidate is highly organized, professional, proactive, and capable of managing multiple priorities in a fast-paced healthcare environment while maintaining strict confidentiality.

Key Responsibilities

• Provide comprehensive administrative support to the CEO, President, and executive leadership team.
• Manage executive calendars, appointments, meetings, and travel arrangements.
• Coordinate and prepare meeting agendas, presentations, reports, and meeting materials.
• Record meeting minutes and follow up on assigned action items.
• Screen and prioritize phone calls, emails, and correspondence.
• Draft, proofread, and distribute professional communications, letters, and reports.
• Coordinate executive meetings, board meetings, physician meetings, and special events.
• Assist with corporate projects and strategic initiatives from planning through completion.
• Maintain confidential executive files, contracts, and corporate records.
• Serve as a liaison between executives, department directors, physicians, and outside organizations.
• Track deadlines, projects, and deliverables to ensure timely completion.
• Assist with credentialing documentation, regulatory paperwork, and healthcare compliance documentation as needed.
• Coordinate vendor communications and maintain professional business relationships.
• Monitor office supplies and coordinate purchasing for the corporate office.
• Support onboarding activities for executive-level employees and leadership.
• Organize travel itineraries, expense reports, and reimbursement documentation.
• Assist with preparation of budgets, operational reports, and executive dashboards.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform additional administrative and operational duties as assigned by executive leadership.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred.
• Minimum of 3–5 years of executive administrative experience, preferably in a healthcare or medical environment.
• Experience supporting C-suite executives is strongly preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with electronic medical records (EMR/EHR) systems is a plus.
• Ability to prioritize multiple projects while meeting deadlines.
• Exceptional attention to detail and problem-solving skills.
• Professional demeanor with outstanding interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service mindset and ability to interact with physicians, executives, and staff at all levels.

Knowledge, Skills, and Abilities

• Executive calendar management
• Project coordination
• Corporate communications
• Medical office operations
• Healthcare compliance awareness
• Meeting and event coordination
• Document preparation and editing
• Data entry and reporting
• Time management
• Critical thinking
• Professional discretion
• Multitasking in a fast-paced environment

Physical Requirements

• Prolonged periods of sitting and computer use.
• Ability to occasionally lift up to 20 pounds.
• Ability to travel occasionally between company locations, if required.

Work Environment

• Professional corporate office within a healthcare organization.
• Fast-paced environment requiring flexibility and adaptability.
• Frequent interaction with executive leadership, physicians, clinical staff, and external business partners.

Benefits

• Competitive salary
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement plan
• Professional development opportunities
• Employee wellness programs

Success in This Role

A successful Medical Executive Assistant is proactive, resourceful, highly organized, and capable of anticipating executive needs before they arise. This individual demonstrates professionalism, discretion, exceptional communication skills, and a commitment to supporting executive leadership in achieving the organization's strategic goals while contributing to a positive and efficient corporate office environment.