Executive Assistant

Position Title:

Executive Assistant to Physician Leaders Position Summary

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
• Free parking