Executive Assistant

• Serve as a strategic partner to the CRO and Sales leadership, exercising independent judgment to manage competing demands, anticipate needs, and support effective decision-making
• Manage the CRO’s dynamic executive calendar, including prioritization, strategic scheduling, conflict resolution, and evaluating meeting requests
• Coordinate internal and external meetings, leadership cadences, cross-functional initiatives, and sales forums
• Plan and execute key sales meetings and communications, including monthly calls, agendas, content development, and post-meeting distribution
• Coordinate complex domestic travel arrangements, including flights, hotels, and ground transportation
• Oversee CRO expense management, including submission, review, and approval of expenses
• Lead end-to-end planning for executive and sales-level events, including logistics, vendors, catering, communications, and materials
• Leverage artificial intelligence to enhance business processes and operational efficiency
• Support executive communications and professional social media activity in partnership with Marketing
• Perform administrative and operational tasks, including invoice processing, vacation approvals, performance review coordination, and executive meeting logistics
• Serve as backup for other administrative functions

Sales Executive Assistant

• Work remotely or in an area with no patient contact while performing advanced secretarial duties
• Transcribe physician’s letters, correspondence, nurse’s notes, manuscripts, and other medical documents
• Complete electronic medical record requisitions/orders according to WashU guidelines when applicable
• Maintain physicians’ daily appointment schedules and calendars
• Schedule meetings, arrange conference calls, reserve catering, make travel arrangements, and complete travel expense reports
• Schedule patient appointments and procedures
• Prepare patient charts, including delivering workups
• Greet visitors, answer telephones, take messages, and screen patient inquiries
• Provide routine information to patients and serve as liaison between patients, physicians, and staff
• Assist administrative and clinical staff during peak times, vacations, and illnesses
• Retrieve and deliver reports, films, and related materials
• Perform other duties as assigned

Medical Secretary III – Gastroenterology – Biliary

• Provide executive assistant support to the Chief Information Officer
• Lead and provide executive-level support in partnership with multiple internal partners
• Provide direct administrative and professional support to the EVP with minimal or no supervision
• Work closely with administrative support teams to assist multiple internal partners
• Perform advanced, diversified, and confidential administrative duties
• Research, prioritize, and determine appropriate action for business matters
• Gather information for board meetings, programs, events, and conferences
• Arrange facilities and caterers, issue information or invitations, coordinate speakers, prepare materials, and assist with event budget control
• Prepare and coordinate materials, records, statistics, letters, memos, and operational reports

Executive Assistant – Office of CIO

• Serve as the primary point of contact and administrative owner for the CFO, VP of HR, VP of Operations, and Field Leadership
• Cross-train to provide seamless backup coverage for other executives on the team
• Organize executive, leadership, and department meetings, including rooms, lunch orders, virtual links, agendas, materials, catering, and follow-up actions
• Manage complex calendars, resolve scheduling conflicts, and prioritize time based on business needs
• Review, certify, and submit executive expense reports
• Coordinate executive travel, including itineraries, bookings, and adjustments
• Greet and coordinate logistics for visitors, candidates, or guests of the executive team
• Plan and support internal events, off-sites, and team recognition activities
• Provide coverage planning for absences to ensure no gap in executive support
• Print, organize, and route contract and legal invoices
• Identify opportunities to streamline administrative processes and improve service
• Support trade shows and company events, including registration, logistics, catering, and on-site coordination
• Partner with Regional Managers and Talent Acquisition to support field recruiting activities
• Maintain candidate workflows within the Applicant Tracking System, including tracking, status updates, and reporting
• Provide candidate pipeline and progress updates to Regional Managers
• Coordinate recruiting check-ins with Sales Leadership and communicate updates to Talent Acquisition
• Facilitate pre-contracted processes, including background checks, credit checks, and drug screenings
• Partner with HR to resolve compliance alerts related to screening results
• Verify Independent Contractor data and communicate with internal support teams
• Manage candidate assessment results and communicate them to Regional Managers
• Ensure timely communication of credit approvals and onboarding readiness
• Track candidates pending disposition in the ATS and communicate when action is required
• Collaborate with Talent Acquisition on candidate dispositioning standards
• Track and process monthly field referral bonus programs
• Manage vendor relationships related to field tenure and recognition programs
• Support process improvement initiatives
• Serve as liaison across Field Leadership, HR, and Talent Acquisition
• Collect and communicate new representative end-of-training feedback
• Provide administrative and project support for strategic initiatives and special assignments
• Maintain confidentiality of sensitive employee, candidate, and business information
• Support ad hoc reporting requests, including recruiting metrics, expense summaries, and headcount trackers