The Executive Virtual Assistant serves as a primary strategic and administrative partner to our physicians and leadership team. The role is responsible for maximizing executive productivity, protecting executive time, ensuring seamless calendar alignment across systems, and driving operational follow-through across administrative, EMR scheduling, credentialing, and patient intake workflows.
TASKS (But not limited to):
Manage physician calendars in Outlook and our EMR, ensuring meetings, appointments, and scheduling blocks align across both systems.
Coordinate meetings and interviews, confirm availability, and send invitations with the correct participants, date, time, time zone, and meeting link.
Add approved blocks for time off and other commitments.
Check for conflicts before confirming meetings and communicate changes promptly.
Move or reschedule patient appointments as directed while strictly following scheduling guidelines.
Coordinate changes seamlessly with the Patient Navigators and intake team.
Check that updates are entered on the correct physician’s schedule and reflected in Outlook when applicable.
Gather documents, track renewal dates and application deadlines, and follow up proactively on outstanding requirements.
Prepare administrative portions of applications for review and coordinate required signatures.
Help with registration, track missing forms and records, and complete assigned follow-up tasks.
Requirements
QUALIFICATIONS:
Must have excellent verbal and written English communication skills
At least 1-2 years of experience in a medical-related background
Demonstrated experience managing calendars for multiple physicians or executives
Strong working knowledge of Outlook; EMR scheduling experience is highly preferred
Medical licensing and credentialing experience is a strong plus
Exceptional accuracy, communication, and proactive follow-through
Open to working night shifts
MINIMUM SYSTEM REQUIREMENTS:
PRIMARY SYSTEM
Computer Processor: Intel Core i5-6000 (6th Gen or higher) or AMD Ryzen 5 2000 series or higher
Computer Memory/RAM: 8.00 GB
Computer Operating System: At least Windows 11 64-bit or macOS Sonoma (14)
Headset: Any USB-type headset with noise-cancelling feature
Camera: Capable of a clear and crisp video output
BACK-UP SYSTEM
OPTION 1 (BACKUP SYSTEM):
Computer Processor: Intel Core i5-6000 (6th Gen or higher) or AMD Ryzen 5 2000 series or higher
Computer Memory/RAM: 8.00 GB
Computer Operating System: At least Windows 11 64-bit or macOS Sonoma (14)
Headset: Any USB-type headset with noise-cancelling feature (Optional)
OPTION 2 (POWER SUPPLY - UPS):
Must be capable of powering your work station for at least 3 hours
Typically a device with 240Wh or higher will be sufficient
Must be capable of accepting all the plugs required to maintain the primary device and work environment (device, monitor, modem, cell phone if using as internet backup)
PRIMARY INTERNET CONNECTION
DSL / Fiber Connection - Minimum of 100mb/s contracted
BACK-UP INTERNET CONNECTION
Minimum of 20mb/s (Cell)
RECOMMENDED SYSTEM REQUIREMENTS
PRIMARY SYSTEM
Computer Processor: Intel Core i7 and i9 Core or Core Ultra or AMD Ryzen 7 3000 series or higher
Computer Memory/RAM: 16.00 GB
Computer Operating System: At least Windows 11 64-bit or macOS Tahoe
Headset: Any USB-type headset with noise-cancelling feature
Camera: Capable of a clear and crisp video output
BACK-UP SYSTEM
OPTION 1 (BACKUP SYSTEM):
Computer Processor: Intel Core i7 and i9 Core or Core Ultra or AMD Ryzen 7 or higher
Computer Memory/RAM: 16.00 GB
Computer Operating System: At least Windows 11 64-bit or macOS Tahoe
Headset: Any USB-type headset with noise-cancelling feature
Camera: Capable of a clear and crisp video output
OPTION 2 (POWER SUPPLY - UPS):
Must be capable of powering your work station for at least 3 hours
Typically a device with 240Wh or higher will be sufficient
Must be capable of accepting all the plugs required to maintain the primary device and work environment…