Research Executive Assistant I

Retina Consultants of Texas•Houston, TX

5d•Onsite

About The Position

The Executive Assistant I will provide high-level, comprehensive administrative support to a practicing physician, who is also the Director of Research, focusing primarily on multi-calendar management and cross-organizational meeting coordination. The ideal candidate will seamlessly bridge the gap between the physician's clinical schedule and their external corporate, academic, and consulting engagements across multiple companies.

Requirements

High School Diploma required
2-4 years of experience as an Administrative Assistant, Business Support, or similar role
Strong interpersonal, communication, and customer service skills with the ability to work with all levels of employees
Ability to competently use Mac, including iCal application
Ability to competently use Google Sheets, Adobe Acrobat, Microsoft Office (including Word, Excel), and appropriate practice management software
Excellent attention to detail and strong organizational skills
Ability to identify or anticipate problems, recommend solutions, organize and analyze information
Skill in time management, and ability to multi-task, establish priorities, and coordinate ongoing projects
Skill in operating office equipment (printers, scanners, etc.)
Ability to answer incoming inquiries and respond accordingly
Ability to write and communicate effectively and professionally with strong grammar and editing skills
Ability to communicate and present information efficiently in fast-paced clinics with Dr. Brown

Nice To Haves

College Degree preferred

Responsibilities

Meet regularly in person and provide high-level administrative support
Organize and sustain complex daily agendas, maintenance of Academic calendars and schedules; resolving any scheduling conflicts including scheduling teleconferences, web conferences, appointments, interoffice meetings, research meetings, national meetings, and business trips
Coordinate with Physician’s Dedicated Assistant to notify the Reschedules Team and Research Department of necessary clinic schedule modifications related to his calendar
Manage sensitive matters with a high level of discretion, confidentiality, and good judgment to handle high-level issues
Be responsive to emails, texts, and phone calls, with contact outside normal business hours for urgent situations
Maintain Curriculum Vitae current and up to date with all attending meetings, presentations, publications, research trials, etc. with an extreme attention to detail and formatting
Negotiate top tier physician consulting rates and assist with executing and finalizing contracts for numerous pharmaceutical, consulting and continuing education companies
Promptly prepare, submit, track and reconcile consulting invoices for the Director of Research to ensure honorarium, consulting fees and expenses are received and reimbursed
Coordinate and prepare air and ground transportation and lodging for all of Director of Research’s commitments
Enter all travel plans and details into TripIt website for all in-person out-of-town engagements
Submit payment of society membership yearly dues to maintain all memberships current
Register and arrange all necessary paperwork for annual society meetings throughout the year
Complete requests for Continuing Medical Education certificates following all applicable events, electronically file certificates and maintain tracker by logging credits in accordance to ABO website requirements
Track and reconcile credit card transactions and expenses accordingly
Maintain monthly updated Financial Disclosures lists to accurately assist with completion of Financial Disclosure Forms and Conflict of Interest forms
Complete Authorship forms for manuscripts, publications, abstract submissions, etc.
Maintain tracker of all consultancy agreements, contacts, meetings, invoices and expenses
Ensure any daily and weekly action items are promptly followed up with and addressed
Provide daily reminders of meetings and upcoming deadlines
Execute other duties as assigned