Executive Assistant

• Provide high-level, comprehensive support to the Chief Executive Officer
• Provide administrative partnership to the Chief Financial Officer and Chief Development Officer
• Manage executive access and communications, filtering urgent matters and interruptions
• Handle sensitive financial, strategic, legal, and contractual information confidentially
• Assist the CEO and CFO with fiduciary responsibilities and obtain sensitive signatures
• Coordinate and de-conflict the daily itineraries of three C-suite executives
• Prepare background briefings for internal and external meetings
• Lead preparation for Leadership Team meetings and Board sessions
• Draft agendas, capture confidential minutes, and track executive action items
• Arrange executive travel, accommodations, schedules, and expense reporting
• Assist with Executive Office budget oversight and manage expense reports and procurement
• Partner with the Neighborly Department on Town Hall meetings, celebrations, and office initiatives
• Provide administrative support for the Christian Brothers Automotive Foundation
• Act as a cross-functional utility resource across the Support Center
• Provide physical and logistical support for events, meetings, and gatherings, including setup and teardown
• Order, organize, and deliver meals and provide immediate administrative and physical support
• Foster a welcoming, helpful, and community-minded environment

Executive Administrator – C-Suite

• Provide support to the CEO and Executive Leadership Team
• Act as the company’s first-line representative to external constituents, including Board members and private equity staff
• Provide support to the Administrative Team and back-up coverage as needed
• Prepare internal and external corporate documents using Microsoft Office products
• Proactively manage Officers’ calendars, meetings, appointments, and travel itineraries
• Prepare and reconcile expense reports
• Monitor incoming email requests and keep leadership team members apprised of important information
• Leverage technology to support Officers during regular tasks, including meeting note-taking
• Assist with ad-hoc large-scale projects from the Executive Leadership Team
• Maintain an organized electronic filing system
• Interface with external business partners, including board members, private equity support staff, and banking officials
• Manage projects and events from planning through delivery, tracking and communicating deliverables, requirements, schedules, costs, and meeting plans
• Uphold confidentiality and handle time-sensitive and PI-sensitive information
• Assist the Administrative Team with duties and scheduling back-up support
• Support Quality Management initiatives and Compliance Program activities, including maintaining confidentiality and adhering to HIPAA guidelines
• Participate in company meetings and training
• Complete other duties and responsibilities as requested

Executive Administrator

• Coordinate and perform a wide range of routine and complex administrative and clerical duties
• Independently manage day-to-day activities supporting Disney Entertainment & ESPN Technology executive leadership
• Manage calendaring and scheduling, travel arrangements, complex communications, meeting materials, office supplies, presentations, and reporting support
• Develop and document standards used across the DE&ET Executive Assistant team
• Support senior executives and provide backup support for other assistants
• Schedule appointments, meetings, programs, and events
• Coordinate executives’ calendars, registration, and travel
• Coordinate large or complex events and meetings involving multiple parties, international travel, technology, and refreshments
• Field, screen, redirect, and respond to inquiries; advise on office policies and procedures
• Handle highly confidential matters and compose sensitive correspondence
• Collect and process data associated with visa applications
• Maintain office equipment and inventory
• Coordinate program or project events, including registration, presenters, logistics, accommodations, food and beverage, and meeting materials
• Provide program or project support, prepare materials, manage timelines and tasks, and manage project calendars
• Prepare project timelines and tasks and manage small projects
• Create and distribute reports, proposals, presentations, and other relevant materials
• Prepare and maintain spreadsheets, databases, and reports and perform trending

Executive Assistant – Product & Tech Strategy, Operations

• Ensure exam-room equipment is in working order, sterilize instruments, and maintain diagnostic equipment
• Follow OSHA guidelines for cleaning and disposing of hazardous materials
• Triage patient-care and physician phone calls
• Administer injections and medications as directed by the provider
• Perform clinical procedures and phlebotomy
• Complete lab requisitions accurately with diagnosis and demographic information
• Prepare and replenish supplies, maintain inventories, and order supplies
• Maintain patient-care logs and research missing test results
• Greet patients, determine their medical needs, and respond appropriately
• Prepare accurate and complete medical records; record chief complaints and vital signs
• Prepare patients for provider encounters
• Assist with specimen collection and instruct patients on test preparation
• Schedule special procedures, notify patients about referrals and preparations, and obtain pre-certification
• Process prescriptions under physician direction and communicate test results and physician messages
• Attend staff meetings
• Provide secretarial support as staffing needs indicate
• Review cancellations and no-shows with physicians and reschedule patients as clinically indicated
• Float to other practices as required

Medical Assistant – Medical Secretary

• Greet patients in person and over the phone
• Schedule, confirm, and manage patient appointments using EHR systems
• Register new patients and update existing patient information
• Handle incoming calls, messages, and faxes and ensure timely communication between patients and providers
• Process insurance information and verify eligibility
• Collect co-pays and process payments
• Maintain organized and confidential patient records
• Prepare and manage correspondence, reports, and medical documents
• Coordinate referrals to specialists and follow up on authorizations
• Support medical staff with administrative tasks
• Maintain a clean and welcoming front desk and waiting area
• Follow hospital and department policies, mission statement, code of ethics, standards of conduct, and compliance plan
• Protect patient privacy and handle work-related information confidentially
• Improve services and departmental processes
• Follow patient safety practices, including accepted abbreviations, two patient identifiers, safe injection practices, isolation precautions, PPE, and hand hygiene
• Work in a busy medical practice environment and provide high-quality, efficient service

Medical Secretary

• Serve as a Medical Assistant/Medical Secretary
• Contribute to patient care and the health of patients, colleagues, and communities

• Support Senior-Level Management and C-Suite Executives
• Perform high-volume scheduling, meeting/event planning, and travel itinerary coordination
• Serve the organization and outside constituencies
• Act as project manager for special projects, including planning and coordinating presentations and disseminating information
• Handle and route confidential and non-routine documents and information
• Work flexible hours, including weekends as needed
• Perform other duties as assigned

• Assist with configuring, building out, and maintaining the backend of SimplePractice
• Coordinate transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records
• Consolidate Updox fax, Converge payment processing, and third-party bookkeeping into SimplePractice's unified billing and portal ecosystem
• Support administrative workflows for the January 1st office move, including provider credentialing address updates, phone-system adjustments, and website synchronization
• Manage overlapping professional and personal calendars
• Coordinate continuing medical education (CME) travel schedules and streamline daily appointments
• Process psychiatric prior authorizations
• Coordinate prescription refill workflows via EHR
• Organize electronic and uploaded document backlogs
• Manage practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries
• Serve as the primary point of contact for patients and families
• Handle sensitive interactions involving anxious clients, child custody desk requirements, and adolescent behavioral contexts
• Identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil according to practice protocols

Medical Practice Virtual Assistant

• Coordinate routine and complex administrative and clerical duties
• Independently manage day-to-day support for Disney Entertainment & ESPN Technology executive leadership
• Manage calendars, scheduling, travel arrangements, complex communications, meeting materials, office supplies, presentations, and reporting
• Develop and document standards used across the DE&ET Executive Assistant team
• Support senior executives and provide backup support for other assistants
• Coordinate appointments, meetings, programs, events, registration, travel, logistics, accommodations, refreshments, and technology
• Handle inquiries and confidential matters, advise on office policies and procedures, and compose sensitive correspondence
• Collect and process data associated with visa applications
• Maintain office equipment and inventory
• Provide program and project support, including materials, timelines, tasks, calendars, and small project management
• Create and distribute reports, proposals, presentations, spreadsheets, databases, and other documentation

Executive Assistant – Product & Tech Strategy and Operations

• Conduct client interviews to collect necessary information and explain procedural requirements for U-Certs and related visa filings.
• Prepare forms, petitions, and supporting documents for filing, ensuring accuracy and compliance with immigration laws.
• Conduct legal research on relevant immigration laws, policies, and regulations.
• File applications with appropriate government agencies according to procedural guidelines and deadlines.
• Oversee and manage case files, track deadlines, and organize client information throughout the immigration process.
• Maintain client communication and provide case status updates and procedural clarifications.
• Assist with filing, scheduling, and other immigration case management tasks.
• Monitor changes in immigration laws and policies to ensure case compliance.
• Develop legal knowledge and skills through training, research, and team collaboration.
• Report directly to the Immigration Department Supervisor.

Executive Assistant jobs in United States

Executive Administrator – C-Suite

Executive Administrator

Executive Assistant – Product & Tech Strategy, Operations

Medical Assistant – Medical Secretary

Medical Secretary

Medical Assistant – Medical Secretary