Administrative Assistant - C-Suite

What You'll Do

Administrative Support to the Chief Medical Officer

• Provide high-level administrative and operational support to the Chief Medical Officer, serving as a trusted partner in managing priorities, communications, and day-to-day activities.
• Manage complex calendars, coordinate meetings, and proactively prioritize scheduling to optimize executive effectiveness and organizational objectives.
• Prepare, edit, and coordinate executive correspondence, presentations, reports, meeting materials, and other business documents with a high degree of accuracy and professionalism.
• Serve as a key point of contact for internal and external stakeholders, ensuring timely communication and follow-through on critical initiatives and action items.
• Maintain and organize confidential business, clinical, and personnel records while exercising the highest level of discretion, professionalism, and sound judgment.
• Support special projects and strategic initiatives on behalf of the CMO, ensuring deadlines and deliverables are met.

Administrative Support to the Director of Physician Recruiting

• Partner closely with the Director of Physician Recruiting to coordinate all aspects of the physician and advanced practice provider recruitment process.
• Manage candidate logistics, including travel arrangements, interview schedules, itineraries, executive meetings, and clinic or hospital site visits, ensuring a seamless candidate experience.
• Coordinate recruitment-related communications and serve as a liaison between candidates, providers, executives, and operational leaders.
• Support provider onboarding activities and facilitate a smooth transition from recruitment through employment.
• Prepare recruitment-related expense documentation, payment requests, and supporting materials while ensuring compliance with organizational processes.
• Maintain accurate recruitment records, candidate activity, and pipeline data within Crelate and other recruiting systems, generating reports and supporting recruiting analytics as needed.

Operations Support

• Provide administrative and operational support across the department as needed, contributing to process improvements and organizational efficiency.
• Serve as a backup resource for front office administrative functions when necessary.
• Perform additional duties and special projects as assigned.

What We Are Looking For

Education and Experience

• Highschool or Associate's degree required; Bachelor’s degree preferred.
• Minimum of 3 to 5 years of progressively responsible experience in executive support, operational coordination, or business administration, including direct support of senior leaders and management of complex, high-priority initiatives.
• Experience supporting senior leaders, executives, physicians, healthcare operations, or provider recruitment functions strongly preferred.
• Experience managing multiple priorities and stakeholders in a fast-paced, highly professional environment.
• Technically savvy with the ability to quickly learn, navigate, and leverage a variety of software platforms, business applications, and collaboration tools to improve efficiency and support organizational objectives.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, SharePoint, and Microsoft Teams.  Candidates will be assessed during the interview process on their proficiency in Microsoft Outlook and other executive support functions.