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
