High-Level Administrative Specialist
1 day ago
We are seeking an experienced executive support professional to provide high-level administrative and personal concierge services to physicians and senior management.
As an executive support professional, you will manage complex schedules, coordinate personal and business travel, prepare and review presentations, and handle confidential correspondence.
This role is perfect for a proactive, detail-driven professional who thrives on precision, takes ownership of outcomes, and delivers exceptional service in fast-paced, high-stakes environments.
Core Responsibilities- Manage physician and management scheduling — coordinate multiple calendars, resolve conflicts, and ensure accuracy.
- Affiliate personal and professional travel — manage end-to-end bookings, itineraries, and contingency plans.
- Prepare and review high-quality presentations — ensure branding, clarity, and accuracy in PowerPoint decks.
- Draft professional correspondence — write letters and communication for physicians with a polished, professional tone.
- Maintain databases — update and manage key records with 100% accuracy.
- Coordinate across departments — ensure smooth information flow between the Director of Operations, Assistant Director, and physicians.
- Handle phone-based scheduling — act as liaison when email scheduling is restricted.
- Protect confidentiality — manage sensitive medical and operational information with discretion.
- Support special projects — provide high-quality deliverables under tight deadlines.
- Minimum 4 years in executive or administrative support, preferably in healthcare or physician-facing roles.
- Proven success managing complex scheduling across multiple executives.
- Expertise in PowerPoint, Excel, email management, and database administration.
- C1-level English proficiency (spoken and written).
- Ability to work 100% aligned to PST hours.
- Strong attention to detail and accuracy in all deliverables.
- Demonstrated professionalism in handling confidential and sensitive information.
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