Executive Assistant, Medical Staff

Shriners Children's•Galveston, TX

12d

About The Position

The Executive Assistant provides direct administrative support to the Chief of Staff and Medical Staff. The role requires knowledge of organizational operations, procedures, policies, and personnel, along with the ability to independently plan and organize office operations. The Executive Assistant also helps plan and prepare special events for the Medical Staff Office, coordinates the Fellowship Program, and assists with medical staff-hosted educational tutorials.

Requirements

Seven years of executive-level administrative experience and/or experience in a senior executive support position.
Excellent communication and follow-through skills.
Exceptional organizational and office skills.
Familiarity with statistical analysis and the ability to manage multiple schedules and deadlines.
Strong computer skills and experience producing high-quality work using word processing, spreadsheets, calendar and appointment programs, and database applications.
Experience with MS Word, PowerPoint, Excel, Teams, and the use of AI.

Nice To Haves

Associate degree.
Bachelor’s degree.
Medical terminology.

Responsibilities

Coordinate administrative activities for assigned medical staff and the Chief of Staff.
Ensure messages are delegated promptly and handled with proper etiquette.
Independently organize meetings, appointments, and events as needed.
Retrieve, circulate, and respond to emails.
Maintain current schedules showing when medical staff and the Chief are away, and communicate schedule information accurately to clinical departments.
Maintain physician and other provider travel expense reimbursements.
Type correspondence, transcribe dictation, and meet deadlines.
Coordinate tutorials, scientific meetings, and legal inquiries and meetings.
Order inventory, lab coats, and business cards for physicians and other healthcare providers.
Maintain and submit reports to the home office as assigned.
Respond to urgent assignments with accuracy and composure.
Protect the confidentiality and security of files.
Provide support for credentialing.
Support Medicaid and Medicare enrollment applications for assigned medical staff.
Coordinate the Fellowship Program and assist with planning and preparing Medical Staff Office events and medical staff-hosted educational tutorials.