Full-Time | Monday–Friday, 8:00 a.m.–5:00 p.m.
Tulsa Cardiovascular Center of Excellence is seeking an energetic, highly organized, and service-minded Executive Administrative Assistant to support the chief officers of our growing medical practice.
This is a dynamic, blended position that combines executive administrative support, operational coordination, relationship management, and assistance with practice-growth initiatives. It is not a traditional desk-only administrative role. The individual selected for this position must be comfortable learning different areas of the organization, taking ownership of assignments, anticipating leadership needs, and finding practical solutions when challenges arise.
The ideal candidate is personable, dependable, resourceful, and capable of working independently with minimal instruction. As our practice continues to expand, this individual will play an important role in helping leadership coordinate priorities, strengthen relationships, manage projects, and keep initiatives moving forward.
Key Responsibilities
Executive and Administrative Support
- Provide high-level administrative support to the practice’s chief officers.
- Coordinate calendars, meetings, appointments, correspondence, deadlines, and follow-up items.
- Prepare professional emails, reports, presentations, meeting materials, and internal communications.
- Organize information and ensure leadership priorities are tracked through completion.
- Take detailed meeting notes, document action items, and follow up with the appropriate individuals.
- Handle sensitive business, employee, financial, and operational information with professionalism and strict confidentiality.
- Anticipate leadership needs and proactively address issues before they become larger problems.
Medical Practice and Operational Support
- Develop a working understanding of the practice’s clinical and administrative operations.
- Assist with projects involving providers, employees, vendors, facilities, and outside business partners.
- Help leadership coordinate operational improvements, workflow changes, and practice initiatives.
- Communicate effectively with clinical and nonclinical team members while understanding the urgency and expectations of a medical environment.
- Support the Chief Operating Officer with daily operational needs, problem-solving, and implementation of new processes.
- Assist with gathering information, conducting research, organizing documentation, and evaluating potential solutions.
- Maintain an understanding of medical terminology, healthcare workflows, patient privacy, and professional standards within a medical practice.
Practice Growth and Expansion
- Assist leadership with service-line development, construction or renovation projects, vendor coordination, and other expansion activities.
- Track project timelines, outstanding items, decisions, contracts, and deliverables.
- Coordinate communication among internal leaders, contractors, vendors, consultants, and community partners.
- Help build and maintain positive relationships with healthcare professionals, referral partners, business contacts, and community organizations.
- Represent the practice professionally during meetings, events, and external activities.
- Be willing to learn new aspects of the organization as the practice continues to grow.
The Successful Candidate Will Be
- Highly organized and able to manage multiple priorities simultaneously.
- Energetic, engaged, and willing to take initiative.
- A strong problem-solver who does not require step-by-step instruction for every assignment.
- Able to evaluate a situation, identify available resources, and propose a practical solution.
- Personable and confident when communicating with physicians, employees, patients, vendors, and business partners.
- Service-oriented and willing to assist where needed.
- Flexible and comfortable working in a growing organization where priorities may change.
- Dependable, trustworthy, discreet, and committed to the organization’s success.
- Calm and professional when working under pressure or handling time-sensitive matters.
- Detail-oriented while still understanding broader operational and organizational goals.
- Able to accept feedback, learn quickly, and adapt to leadership preferences.
Qualifications
- Previous experience in executive assistance, medical administration, healthcare operations, practice management, or a related role is strongly preferred.
- Medical office experience or a meaningful understanding of healthcare terminology and medical-practice workflows is preferred.
- Strong written and verbal communication skills.
- Excellent organizational, time-management, and follow-through abilities.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Ability to learn new technology, systems, and administrative processes quickly.
- Demonstrated ability to work independently and exercise sound judgment.
- Ability to maintain confidentiality and comply with HIPAA and organizational privacy requirements.
- Professional appearance and demeanor.
- Valid driver’s license and reliable transportation may be required for occasional meetings, events, or visits to other practice locations.
Schedule and Availability
This is a full-time position scheduled Monday through Friday from 8:00 a.m. to 5:00 p.m.
The position may occasionally require attendance at an evening event, Saturday activity, leadership meeting, or other practice-related function. Advance notice will be provided whenever reasonably possible. Flexibility is an important expectation of the role.
Why Join Our Team?
Benefits
Tulsa Cardiovascular Center of Excellence offers:
- Health insurance
- 25 days of paid time off
- Retirement plan
- Continuing-education opportunities
- Subsidized access to a Life Time fitness club
- Meaningful work in a specialized cardiovascular setting
Our practice is continuing to grow, expand its services, and develop new locations. This position offers the opportunity to work closely with executive leadership, gain exposure to multiple areas of medical-practice operations, and contribute directly to meaningful organizational initiatives.
We are looking for someone who takes pride in being a dependable resource to others, enjoys solving problems, and wants to grow alongside the organization. The right candidate will not simply complete assigned tasks—they will become a trusted member of the leadership support team and an important contributor to the future of the practice.
Job Types: Full-time, Part-time
Pay: $52,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- How soon are you looking to start?
- Write a few sentences about the qualifications you possess that will make you successful in this job role.
Experience:
- Executive administrative support: 1 year (Preferred)
Work Location: In person
