Executive Assistant

Executive Assistant to Physician Leaders

We are seeking a highly organized, proactive, and discreet Executive Assistant to support 2-3 physician leaders. The ideal candidate thrives in a boutique, high-touch practice setting and is comfortable managing both executive responsibilities and concierge-level coordination for patients, physicians, and practice operations. This individual will serve as a trusted right hand to the physician executives while helping maintain an exceptional patient experience.

This role manages complex scheduling, executive communications, operational coordination, and high-priority projects.

• Provide high-level administrative, operational, and coordination support so leadership can focus on Lown's key priorities. As a trusted partner, you will manage complex calendars, prepare executives for meetings, coordinate communications, and ensure follow-through on key initiatives throughout the organization.
• Coordinate personal and professional appointments, speaking engagements, and events.
• Coordinate internal and external meetings, including board, clinical, and leadership meetings.
• Prepare agendas, presentations, reports, briefing materials, and correspondence.
• Screen and prioritize communications, emails, and requests.
• Track deadlines, follow-up items, and strategic initiatives.

• Organize and maintain confidential files, records, and executive documentation.
• Handle expense reports, invoices, and reimbursement submissions.
• Support event planning, conferences, speaking engagements, webinars, and executive travel logistics.
• Serve as a primary point of contact between the physician executive and staff, leadership, vendors, and external stakeholders.
• Draft professional communications on behalf of the executive.
• Facilitate smooth communication across departments and teams.
• Maintain strict confidentiality regarding sensitive business and patient-related information.

• Assist with strategic projects, operational initiatives, and meeting follow-through.
• Support workflow improvements and process organization.
• Coordinate special projects and ad hoc assignments.
• Serve as a warm, professional point of contact for concierge patients and VIP clients.
• Coordinate appointments, referrals, testing, and follow-up communications.
• Communicate with patients, specialists, hospitals, and vendors in a timely and professional manner.
• Support patient scheduling logistics and practice flow.
• Evaluate incoming requests, calls, and correspondence and direct them to the appropriate person or operational area.
• Help ensure a seamless, white‑glove patient experience.

• Bachelor’s degree preferred or equivalent professional experience.
• 3–7+ years of executive assistant experience supporting senior leadership.
• Healthcare, medical practice, hospital, or physician executive support experience strongly preferred.
• Exceptional organizational, multitasking, and time-management skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and emotional intelligence.
• Ability to work independently and anticipate needs proactively.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with calendar management and virtual meeting platforms.
• Familiarity with healthcare systems, EMR/EHR platforms, or healthcare administration tools is a plus.
• Comfortable learning new software and systems quickly.

• Service-oriented mindset with a calm, solutions-focused approach.
• Strong attention to detail and follow-through.
• Resourceful problem solver with excellent judgment.
• Anticipates needs before they arise.
• Strong sense of discretion, loyalty, and accountability.
• Ability to build positive relationships with patients and professional contacts.
• Full-time position.
• May involve hybrid or on-site work depending on organizational needs.
• Some flexibility outside of standard business hours may occasionally be needed.
• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Long-term disability.
• Paid time off and holidays.
• Retirement plan and professional development opportunities.