Executive Assistant

An Executive Assistant in an Ambulatory Surgery Center (ASC) provides high-level administrative support to C-suite executives, nursing directors, and administrative leaders.  They manage complex schedules, facilitate committee meetings, assist with financial tracking, and act as a crucial liaison between clinical staff, patients, and external vendors.

Job Title: Executive Administrative Assistant – Ambulatory Surgery Center

Reports To: CEO

Key Responsibilities
Executive & Operational Support

• Calendar Management: Coordinate and manage complex calendars for busy surgical and administrative executives, balancing multiple meetings, surgeries, and shifting priorities. [
• Gatekeeping & Liaison: Serve as the primary point of contact for the executive office, screening calls, triaging inquiries, and directing issues to appropriate clinical or administrative departments.
• Meeting Coordination: Schedule, prepare, and facilitate meetings and high-level committees (e.g., OR Committee, Medical Executive Committee), which includes preparing agendas, assembling presentation decks, and taking minutes. 

Financial & Administrative Functions

• Budget & Expenses: Process and track department invoices, reconcile corporate credit card statements, and compile executive travel and expense reports.
• Supply & Inventory Oversight: Maintain administrative and medical supply inventories, anticipating needs and expediting orders to ensure seamless daily operations. 
• Payroll & Reporting: Support payroll entry and approval (e.g., via Kronos), and audit departmental metrics for organizational goals. 

Compliance & Regulatory Support

• Credentialing & Licensing: Assist in tracking and maintaining active provider licenses, certifications, and managed care credentialing documentation. 
• Accreditation Prep: Help gather, prepare, and organize data for health and safety audits, ensuring materials are readily accessible for regulatory reviews. [1, 2]

Qualifications & Requirements

• Experience: (3+) years of administrative experience, ideally supporting upper management or healthcare leadership.
• Education: Bachelor’s degree in healthcare administration, business, or a related field preferred, or equivalent years of professional experience.
• Healthcare Acumen: Understanding of ASC operations, medical terminology, and patient confidentiality (HIPAA).
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to quickly learn healthcare-specific software and payroll systems.