Executive Assistant

The Executive Assistant serves as a primary strategic and administrative partner to our physicians and leadership team. The role is responsible for maximizing executive productivity, protecting executive time, ensuring seamless calendar alignment across systems, and driving operational follow-through across administrative, EMR scheduling, credentialing, and patient intake workflows.

TASKS:

• Manage physician calendars in Outlook and our EMR, ensuring meetings, appointments, and scheduling blocks align across both systems.
• Coordinate meetings and interviews, confirm availability, and send invitations with the correct participants, date, time, time zone, and meeting link.
• Add approved blocks for time off and other commitments.
• Check for conflicts before confirming meetings and communicate changes promptly.
• Move or reschedule patient appointments as directed while strictly following scheduling guidelines.
• Coordinate changes seamlessly with the Patient Navigators and intake team.
• Check that updates are entered on the correct physician’s schedule and reflected in Outlook when applicable.
• Gather documents, track renewal dates and application deadlines, and follow up proactively on outstanding requirements.
• Prepare administrative portions of applications for review and coordinate required signatures.
• Help with registration, track missing forms and records, and complete assigned follow-up tasks.
• Update patient information accurately and notify the intake team of any outstandin