Personal Assistant - Now Hiring

Capital Medical LLC is seeking a highly organized, proactive, and trustworthy Personal Assistant to provide one-on-one administrative and logistical support to our executive leadership and/or senior medical providers. This role goes beyond general office duties—you will manage schedules, coordinate communications, handle confidential matters, and ensure that our leadership team can focus on patient care and practice growth. The ideal candidate is discreet, resourceful, and excels at anticipating needs before they arise.

Key Responsibilities

Executive & Calendar Management

• Manage and maintain complex calendars, including scheduling appointments, meetings, and patient consultations.
• Coordinate travel arrangements, including flights, lodging, and ground transportation for business trips and conferences.
• Prepare daily briefings and itineraries to keep executives informed of upcoming commitments and priorities.

Communication & Correspondence

• Screen, prioritize, and respond to emails, phone calls, and mail on behalf of executive leadership.
• Draft, proofread, and edit correspondence, memos, reports, and presentations.
• Serve as a liaison between executives, medical staff, patients, and external partners.

Administrative & Project Support

• Organize and maintain confidential files, records, and documents in compliance with HIPAA regulations.
• Assist with special projects, research, and data compilation as assigned.
• Prepare materials for meetings, including agendas, notes, and follow-up action items.

Logistical & Errand Support

• Coordinate office events, staff meetings, and provider schedules.
• Handle personal errands and tasks as needed to support executive workflow.
• Manage expense reports, reimbursements, and basic financial record-keeping.

Confidentiality & Discretion

• Handle sensitive patient, employee, and business information with the utmost discretion and professionalism.
• Ensure all activities comply with healthcare privacy standards (HIPAA) and company policies.

Qualifications

Required:

• High school diploma or equivalent (Associate's or Bachelor's degree preferred).
• Proven experience as a Personal Assistant, Executive Assistant, or similar administrative support role.
• Exceptional organizational and time-management skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and scheduling tools.
• Strong attention to detail and problem-solving abilities.
• Professional demeanor and ability to interact with high-level executives, physicians, and patients.

Preferred:

• Experience working in a medical, healthcare, or professional services environment.
• Familiarity with electronic health records (EHR) and medical terminology.
• Ability to work independently with minimal supervision and exercise sound judgment.

Work Schedule & Benefits

• Flexible scheduling options: Full-time, Part-time, Seasonal Full-time, or Seasonal Part-time.
• Competitive hourly pay of $30.00 – $40.00, depending on experience.
• Opportunity to work closely with leadership and grow within the practice.

Required qualifications:

• Legally authorized to work in the United States
• 21+ years or older
• Valid driver's license
• Able to work from home