Executive Assist to CMO

General Description

The Executive Assistant to the Chief Medical Officer provides advanced administrative, operational, and project coordination support to the Chief Medical Officer and the clinical leadership team. This position ensures efficient day-to-day operations of the office, manages sensitive information with discretion, and facilitates communication across medical, administrative, and operational departments. The Executive Assistant serves as an important liaison between the Chief Medical Officer, internal teams, external partners, community organizations, and regulatory bodies. Responsibilities include workflow coordination, scheduling, meeting preparation, project tracking, data gathering, communication support, and coordination of clinical and administrative initiatives.

Minimum Requirements

• Bachelor’s degree preferred or Associate Degree plus 5 years professional experience.
• Strong organizational skills, attention to detail, and professionalism.
• Excellent verbal and written communication abilities.
• High proficiency with Microsoft Office Suite including Excel, Word, and PowerPoint and with Google Workspace including Docs, Sheets, Slides, and Drive.
• Knowledge of standard office administrative practices and procedures.
• Ability to manage multiple priorities independently and reliably.
• Adaptability when working with diverse personalities and fast changing clinical needs.
• Ability to learn the structure and functions of clinical departments and relevant healthcare regulations.

 

Essential Responsibilities and Duties

Administrative Support

• Provide high-level administrative support to the Chief Medical Officer including managing the daily calendar, coordinating meetings, and preparing required materials.
• Manage office operations and handle confidential clinical or organizational information with sound judgment.
• Compose correspondence, reports, memoranda, and presentations.
• Must be able to create, format, and edit professional quality presentations for senior leadership, the board of directors, staff and providers of the organization, external organizations and stakeholders, and government and regulatory agencies.
• Welcome visitors, manage phone calls, and serve as the primary point of contact for the Chief Medical Officer’s office.

Meeting and Event Coordination

• Coordinate medical leadership meetings, quality and safety workgroups, and special project sessions.
• Prepare agendas; compile supporting documents, record minutes, and track follow up actions.
• Assist with planning and supporting internal and external events involving healthcare partners, community organizations, regulators, and other stakeholders.

Project Management

• Support planning, monitoring, and execution of clinical and operational initiatives.
• Develop timelines and benchmarks and track milestones.
• Coordinate interdepartmental tasks.
• Prepare and distribute project materials.
• Monitor progress and prepare status reports.
• Identify risks or delays and escalate appropriately.
• Conduct research and gather data to support clinical and administrative decision-making.

Operations and Compliance

• Coordinate travel, conferences, and logistics for the Chief Medical Officer.
• Support document management, recordkeeping, credentialing coordination, and file maintenance.
• Track time off requests and CME time and expenses for providers for the Chief Medical Officer to review, approve, and manage.
• Prepare and organize materials for clinical committees such as Quality, Medical Executive, and Credentialing.
• Cooperate with audits, compliance monitoring, and regulatory reviews.
• Participate in process improvement efforts as directed.

General Office Duties

• Maintain office supplies, coordinate equipment service needs, manage mail and packages, and assist with general clerical functions.
• Support cross-departmental communication and streamline workflow between clinical and administrative teams.
• Perform other duties as assigned to support the effective functioning of the Chief Medical Officer’s office including assisting other members of the Chief Medical Officer’s leadership team as needed.

 

Physical Requirements

• This position requires extended periods of sitting at a desk and typing on a computer, as well as the ability to stand for prolonged periods.
• Requirements include climbing stairs, bending, stooping, reac