Healthcare Executive Assistant

Department: Administration / Executive Office

Reports To: Practice Administrator

Job Summary

The Healthcare Executive Assistant provides high-level administrative, operational, and strategic support to senior healthcare leadership. This role requires exceptional organizational skills, discretion, and an understanding of healthcare operations, compliance, and clinical environments. The Executive Assistant serves as a key liaison between executives, clinical teams, staff, and external partners, ensuring efficient day-to-day operations and effective communication.

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling meetings across clinical and administrative teams
• Prepare agendas, presentations, reports, and briefing materials
• Draft, review, and manage executive correspondence
• Serve as a trusted gatekeeper, prioritizing communications and requests

Healthcare Operations & Coordination

• Liaise with physicians, clinical leaders, department heads, and external stakeholders
• Support executive initiatives, committees, and board meetings
• Track action items, deadlines, and follow-ups related to strategic projects
• Assist with regulatory, accreditation, or compliance documentation as needed

Confidentiality & Compliance

• Handle sensitive patient, personnel, and organizational information with strict confidentiality
• Maintain compliance with HIPAA and organizational privacy policies
• Ensure accurate record-keeping and document management

Administrative & Office Management

• Organize and maintain electronic and physical filing systems
• Support special projects and organizational initiatives
• Improve workflows and administrative processes for efficiency

Required Qualifications

• Bachelor’s degree or equivalent experience
• 3–5+ years of experience as an Executive Assistant, preferably in healthcare or a regulated environment
• Strong knowledge of medical terminology and healthcare operations (preferred)
• Proficiency in Microsoft Office, Google Workspace, and scheduling tools
• Excellent written and verbal communication skills

Skills & Competencies

• Exceptional organizational and time-management skills
• High level of professionalism, discretion, and emotional intelligence
• Ability to manage competing priorities in a fast-paced environment
• Strong attention to detail and problem-solving skills
• Ability to work independently and anticipate executive needs

Preferred Qualifications

• Experience supporting senior healthcare leadership
• Familiarity with EHR systems or healthcare compliance frameworks
• Project management experience

Work Environment

Office, clinical, or hybrid healthcare setting

May require occasional extended hours to support executive needs

Compensation Package

• Salary range: $68,000 - $75,000
• Annual bonus potential
• Flexible work schedule with potential for hybrid status after 90-Day Probationary Period
• Competitive healthcare package
• Generous PTO Allowance and 6 Paid Holidays
• Employee discount