Executive Assistant

Duties:

Job Summary:
Services as the Medical Directors central communication point where data is received and forwarded for publication and manuscript completion.
Job Responsibilities:
-Works directly with Medical Director to assure clerical & scheduling needs are met.
-Provides main line of communication for vendors, sponsors, and other professionals, and staff with the Medical Director.
-Enhances accuracy and efficiency in scheduling various meetings and activities for the Medical Director.
-Facilitates complex scheduling of multiple person meetings of which the Medical Director is included.
-Handles all electronic and paper communications for Medical Director.
-Coordinates publishing activities involving the Medical Director and the Research Center.
-Transcribes text/figures for manuscripts submission.
-Seeks permission from publishers for use of graphics as needed.
-Assures all deadlines are met.
-Provides tools necessary for publication and secures all necessary approvals.
-Considers cost of services required and chooses outside resources efficiently.
-Creates and organizes professional presentations for Medical Director and other associates of The Center.
-Provides for professional presentations via PowerPoint or other educational media.
-Communicates with support services to assure all presentations meet required objectives.
-Instrumental in submission of abstracts involving various professional associates.
-Handles appropriate faculty paperwork/handout materials and slides for national & regional meeting presentations.
-Serves as a liaison for physician travel, speaking engagements, investigator meetings, and national cardiology conferences.
-Coordinates meeting schedules for Medical Director and prepares detailed schedule of events.
-Coordinates and books airline arrangements for traveling physician(s).
-Responsible for obtaining reimbursement for travel expenses if appropriate and maintains good documentation of all expenses with receipts.
-Performs other related duties.
-Instrumental in assuring accurate and timely communications with the Medical Director with those inside and outside The Center.

Skills:
Required Skills & Experience:
-Photocopier, fax equipment, all medical equipment appropriate to research.
-Ability to make independent decisions.
-Strong organizational.
-Skills with good follow through practices.
-Excellent communication skills.
-Excellent clerical skills.
-Functional computer knowledge.
-Medical terminology.
Preferred Skills & Experience:
-N/A

Schedule - Start Date:

02/02/2026

Hours Per Week:
40.00

Hours Per day:
8.00

Days Per Week:
5.00

Schedule Notes:
13-week assignment Mon-Fri 8a-5p Strongly prefer health care experience 2-3+ years of exp; well versed in Microsoft; bonus if they have worked with physicians & leaders Manages schedule for medical director (H&V Institute); manages exec director schedule; schedule for H&V leadership; coordinating with admins & physicians; expense report; IT; meeting minutes