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Executive Assistant / Chief of Staff to Surgeon Entrpreneur
Overview
About the Principals:
This is a unique opportunity to support a highly accomplished and dynamic individual who is a successful entrepreneur with diverse business interests and a busy surgeon dedicated to patient care and medical innovation. This role requires exceptional organizational skills, proactive problem-solving abilities, and the capacity to thrive in a fast-paced and ever-evolving environment.
Position Summary:
We are seeking a highly organized, resourceful, and detail-oriented Executive Assistant/Chief of Staff to provide comprehensive administrative, operational, and personal support. This multifaceted role demands a proactive individual who can anticipate needs, manage complex schedules, and act as a central point of contact, ensuring the smooth and efficient operation of both their professional and personal lives. The ideal candidate will be a discreet, trustworthy, and adaptable professional capable of juggling competing priorities with grace and efficiency.
Responsibilities:
Calendar Management: Expertly manage and coordinate complex and frequently changing calendars for principal, scheduling meetings, appointments (both professional and personal), travel arrangements, and speaking engagements, ensuring optimal time utilization and minimizing conflicts.
Communication Management: Serve as the primary point of contact, screening calls, managing emails, drafting correspondence, and ensuring timely and professional communication on behalf of both principals.
Project Management: Assist with the planning, execution, and tracking of various projects for both the entrepreneurial ventures and medical/research activities, ensuring deadlines are met and objectives are achieved.
Travel Coordination: Arranging domestic, including flights, accommodations, ground transportation, and detailed itineraries.
Meeting Preparation: Prepare agendas, presentations, and meeting materials; take detailed minutes and track action items; and follow up on deliverables.
Personal Assistance: Provide comprehensive personal support, including managing personal appointments, errands, gift purchasing, event planning, and liaising with household staff and vendors.
Information Management: Organize and maintain electronic and physical filing systems, ensuring easy access to critical documents and information.
Research and Analysis: Conduct research, compile data, and prepare reports on various topics relevant to both the entrepreneurial and medical endeavors.
Liaison and Relationship Management: Build and maintain strong relationships with key stakeholders, including business partners, medical colleagues, administrative staff, and personal contacts.
Problem Solving: Proactively identify potential issues and develop effective solutions to ensure smooth operations.
Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
Flexibility and Adaptability: Be available for occasional work outside of standard business hours and adapt to changing priorities and demands.
Qualifications:
- Bachelor’s degree preferred.
- Minimum of 5+ years of experience providing high-level executive support to senior-level executives, ideally with experience supporting individuals in both business and medical fields.
- Exceptional organizational, time management, and multitasking skills with a proven ability to prioritize and manage multiple projects simultaneously.
- Excellent written and verbal communication skills, with strong attention to detail and accuracy.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software and technology.
- Strong research and analytical skills.
- Demonstrated ability to exercise sound judgment and discretion.
- Proactive and resourceful with a strong problem-solving aptitude.
- Ability to work independently and as part of a team.
- A high degree of professionalism, integrity, and a positive attitude.
- Familiarity with the healthcare industry or entrepreneurial environments is a plus.
Requirements:
Access to a computer with reliable internet access
A phone number that can accept text messages.
Complete online HIPAA training
Benefits include:
Flexible Schedule
Over 75% Remote
Competitive hourly compensation
Opportunities for personal & professional growth
This is to outline the details of a virtual position requiring approximately 10 hours per week, growing to 20 hours . The ideal candidate would have roughly 50% availability during standard Eastern Time office hours (Monday through Thursday, 8:00 AM to 5:00 PM; Friday, 8:00 AM to 12:00 PM). Additionally, the role includes occasional travel (approximately once per quarter) to conferences and speaking engagements with Dr. Huff.
Please note that this is a 1099 contract position, and either party reserves the right to terminate the agreement with a two-week notice period.