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

Lown Group

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