Senior Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Senior Executive Assistant to provide comprehensive support to a busy physician executive and the associated clinical & administrative teams. This unique position requires a skill set that adeptly supports both high-level clinical and administrative tasks within a dynamic, patient-centric, and fast-paced environment. The successful candidate will play a pivotal role in ensuring the efficiency of daily operations, expertly coordinating complex administrative and clinical schedules, and providing exceptional support to both our patients and team members.  

This position offers a wonderful opportunity for early career-professionals and recent college graduates aspiring to careers in health professions who are seeking meaningful professional development and immersive experience in practice management, patient care coordination, and healthcare leadership. In this role, you will work closely with our clinical team (physician, nurse practitioner, physician assistant) and administrative team (assistant vice president, project manager, & office manager) within a desirable practice and an esteemed healthcare system. 

We are looking for a candidate who is highly motivated, confident, poised, outgoing, respectful, friendly, compassionate, and enthusiastic. Ultimately, this individual will serve as the welcoming 'face' and primary point of contact for our entire team and practice. 

Interested applicants should email:  

officeteamrecruiting@gmail.com 

(please include CV/resume along with statement of interest)

Role and Responsibilities

This pivotal role encompasses high-level support across both the clinical practice and the administrative functions. 

A. Clinical Operations & Patient Experience Management: 

Patient Communication & Triage: Serve as a primary point of contact for patients, addressing non-clinical inquiries, ensuring understanding, and skillfully triaging clinical questions to the appropriate provider (NP/PA). 

Comprehensive Patient Scheduling: Manage all aspects of patient scheduling, including new consultations (verifying insurance, understanding practice surgical scope, and ensuring pre-consult paperwork completion), follow-up, post-operative, and imaging appointments. 

Form & Documentation Coordination: Oversee the timely completion, submission, and receipt of essential patient forms, including consult, disability, and clearance paperwork. 

Financial Coordination (Self-Pay): Manage the end-to-end self-pay process for cosmetic consultations and surgical fees, ensuring all payments are collected prior to service delivery. 

In-Office Procedure Scheduling: Efficiently book all in-office procedures, optimizing for clinical workflow and practice efficiency. 

B. Executive & Administrative Support: 

Calendar & Meeting Management: Proactively manage complex calendars for the executive and administrative leadership team (AVP, Project Manager, Office Manager), including scheduling, coordinating logistics, and preparing materials for meetings and events. 

Administrative Coordination: Facilitate effective communication and workflow within the administrative team, ensuring seamless support for strategic initiatives and daily operations. 

Requirements

Education: Bachelor’s degree preferred. 

Interest in a 2-year minimum commitment preferred. 

Exceptional Communication & Interpersonal Skills: Demonstrated ability to engage effectively with a pleasant, clear, and inviting tone in both telephone and face-to-face interactions. Must possess active listening skills, patience, understanding, and compassion. 

Patient Service Excellence: A strong commitment to superior patient service, including the ability to confidently manage challenging patient interactions and effectively enforce practice policies (e.g., cancellations, payments, clearances). 

Technical Proficiency: Strong computer and organizational skills, with expert proficiency in Microsoft Office Suite, internet applications, and medical scheduling systems. 

Problem-Solving & Proactiveness: Proven ability to identify, anticipate, and proactively solve problems. 

Work Ethic & Attention to Detail: Highly organized with meticulous attention to detail, capable of thriving and maintaining accuracy in a fast-paced, dynamic environment. 

Teamwork & Independence: Ability to work independently while also being a strong collaborative partner, fostering a positive and cohesive team atmosphere. 

Positive & Collaborative Demeanor: Possess a genuinely positive, enthusiastic, and welcoming outlook that aligns with our passion for patient care. Committed to fostering a harmonious and professional team environment through collaboration, mutual support, objectivity, and openness to diverse perspectives.