Physician Executive Assistant

Sarah Cannon Research Institute•Nashville, TN

About The Position

As the Physician Executive Assistant you will perform executive-level coordination of calendars, travel, speaking engagements, and presentations. Responsible for compliance in certifications and licensing and works closely with multiple enabling teams to ensure support. Acts on behalf of leaders in multiple capacities requiring strong communication, confidentiality, attention to detail and decorum.

Requirements

Associate's Degree or equivalent work experience
3+ years relevant experience
Experience working with MS Office products including Outlook, Word, Excel, and PowerPoint
Knowledge of grammar, spelling, and punctuation

Responsibilities

Supporting up to three leaders
Serves as backup for other Executive Assistants.
Maintains strictest confidentiality at all times and in all situations.
Prepares onboarding materials and is responsible for requesting and setting up all accesses.
Maintains and updates presentations, as needed.
Assists with proofreading and editing, as needed.
Performs special projects as requested.
Attends meetings as assigned and reports on actions.
Manages Outlook Calendars by collaborating with internal and external stakeholders, Assistants, Consultants, and Vendor Partners.
Liaison between internal and external stakeholders to schedule and support meetings (onsite and virtual).
Schedule and hosts video conferences via Webex/Zoom and manages Conference Center EventProConnect reservations when meetings are at Sarah Cannon corporate office.
Schedules and maintains physician’s task list
Provides proactive support, taking initiative to ensure smooth workflow and effiency.
Reviews executive correspondence for urgent issues and immediately escalations.
Coordinates membership renewal, conference registration, speaking engagements, etc.
Coordinate/create itineraries for conferences or other applicable engagements.
Submits and facilitates IT tickets until completed and/or resolution of issue(s) is reached.
Submits eSAF and ServiceCentral tickets on behalf of physician, as needed.
Coordinate all aspects of domestic and international travel.
Expense Management: Utilizes SAP Concur to upload receipts and file expense reports; track and make corrections, if needed, until report is approved for reimbursement.
Tracks and records Physician’s billable time for contracted activities; corresponds with finance team during invoicing process, as needed.
Liase with finance team to periodically self-audit past invoices and ensure reimbursement for engagements.
Uploads applicable contracts into Conga for institutional review by legal team; facilitates correspondence between legal, internal and external stakeholders to ensure contracts are executed before engagement and to ensure compliance.
Ensures completion and submission of Conflict of Interest (COI) disclosures for events, publications, abstracts, etc. by working with Publications Coordinator.
Work closely with appropriate Program Manager to help move items forward.
Participates in educational activities and programs where appropriate.
Actively engages with the admin community, including attending monthly meetings, events and professional development opportunities.
Communicates and escalates necessary issues to direct manager, as needed.