Physician Executive Assistant

Duties include but are not limited to:

• Supporting up to three leaders
• Serves as backup for other Executive Assistants.
• Maintains strictest confidentiality at all times and in all situations.
• Prepares onboarding materials and is responsible for requesting and setting up all accesses.
• Maintains and updates presentations, as needed.
• Assists with proofreading and editing, as needed.
• Performs special projects as requested.
• Attends meetings as assigned and reports on actions.
• Manages Outlook Calendars by collaborating with internal and external stakeholders, Assistants, Consultants, and Vendor Partners.
• Liaison between internal and external stakeholders to schedule and support meetings (onsite and virtual).
• Schedule and hosts video conferences via Webex/Zoom and manages Conference Center EventProConnect reservations when meetings are at Sarah Cannon corporate office.
• Schedules and maintains physician’s task list
• Provides proactive support, taking initiative to ensure smooth workflow and efficiency.
• Reviews executive correspondence for urgent issues and immediately escalations.
• Coordinates membership renewal, conference registration, speaking engagements, etc.
• Coordinate/create itineraries for conferences or other applicable engagements.
• Submits and facilitates IT tickets until completed and/or resolution of issue(s) is reached.
• Submits eSAF and ServiceCentral tickets on behalf of physician, as needed.
• Coordinate all aspects of domestic and international travel.
• Expense Management: Utilizes SAP Concur to upload receipts and file expense reports; track and make corrections, if needed, until report is approved for reimbursement.
• Tracks and records Physician’s billable time for contracted activities; corresponds with finance team during invoicing process, as needed.
• Liase with finance team to periodically self-audit past invoices and ensure reimbursement for engagements.
• Uploads applicable contracts into Conga for institutional review by legal team; facilitates correspondence between legal, internal and external stakeholders to ensure contracts are executed before engagement and to ensure compliance.
• Ensures completion and submission of Conflict of Interest (COI) disclosures for events, publications, abstracts, etc. by working with Publications Coordinator.
• Work closely with appropriate Program Manager to help move items forward.
• Participates in educational activities and programs where appropriate.
• Actively engages with the admin community, including attending monthly meetings, events and professional development opportunities.
• Communicates and escalates necessary issues to direct manager, as needed.

Minimum Qualifications:

• Associate's Degree or equivalent work experience
• 3+ years relevant experience
• Experience working with MS Office products including Outlook, Word, Excel, and PowerPoint
• Knowledge of grammar, spelling, and punctuation