Clinical Executive Assistant Jobs (NOW HIRING)

Description
Position Overview
A successful Clinical Executive Operations Specialist must be passionate about healthcare and want to make a difference in others' lives while serving as a mission-driven catalyst to help Livingston Community Health deliver the highest quality of care and excellent service to our patients and their families.
The Clinical Executive Operations Specialist provides high-level administrative, operational, and coordination support to the Chief Medical Officer. This position supports the clinical leadership function by coordinating the CMO's calendar, meetings, travel, documentation, provider-related follow-up, CME tracking, medical staff recruitment support, onboarding coordination, peer review support, student/resident programs, clinical contracts, and clinical committee activities
Essential Functions, Duties, and Responsibilities
This role serves as a key point of coordination between the CMO, clinical leadership, providers, internal departments, recruitment partners, and external academic partners. The ideal candidate is highly organized, detail-oriented, professional, and able to manage multiple priorities in a fast-paced clinical environment. Works collaboratively with Human Resources, Credentialing, Compliance, Legal, Finance, Operations, and other departments as needed to support clinical leadership priorities.
Executive Support to the Chief Medical Officer
• Manage calendar, meetings, travel arrangements, and follow-ups.
• Prepare agendas, reports, presentations, and meeting materials.
• Attend meetings, record minutes, track action items, and maintain confidentiality on sensitive matters.
• Organize clinical leadership files and assist in preparing for internal and external meetings
Provider Support and Clinical Operations
• Track clinical priorities, deadlines, provider assignments, and initiatives.
• Coordinate provider travel and professional development activities.
• Monitor Continuing Medical Education (CME) requirements, submissions, and documentation.
• Assist with tracking licenses, certifications, DEA registrations, and privileging documentation in collaboration with Credentialing and Human Resources.
• Serve as liaison between CMO and internal departments for clinical operations.
Peer Review and Quality Support
• Coordinate and track peer review activities, maintaining confidentiality and compliance with policies.
• Prepare peer review summaries, reports, and meeting materials.
• Follow up on outstanding peer review items to ensure timely completion.
Provider Recruitment and Onboarding Coordination
•• Manage recruitment logistics including interview scheduling, candidate communication, and site visits.
• Track recruitment status, candidate progress, and onboarding handoffs.
• Coordinate provider contract processes with multiple departments.
• Maintain tracking tools for contracts, renewals, and onboarding documentation.
Student, Resident, and Academic Affiliation Coordination
• Serve as primary coordinator for students, residents, and academic partners.
• Manage placement requests, onboarding, schedules, and documentation.
• Track academic affiliation agreements and maintain records of rotations, preceptors, and completion statuses.
• Support strengthening relationships with academic and clinical training programs.
Committee and Meeting Support
• Coordinate clinical committees, provider meetings, peer review, and medical leadership meetings.
• Prepare agendas, minutes, action item trackers, and maintain audit-ready documentation.
Work Schedule and Travel
• The role requires on-site presence Monday through Friday, 8 am to 5 pm, typically 40 hours per week, with additional hours as needed.
• Travel primarily occurs between clinic sites during business hours, with occasional out-of-area and overnight travel.
Requirements
Education, Knowledge, Skills, and Abilities
• Preferred bachelor's degree in Business, Healthcare Administration, Public Administration, or related fields; equivalent experience considered.
• Minimum three years' experience in healthcare settings supporting physicians or clinical leadership.
• Experience in provider onboarding, contracts, credentialing, peer review, CME tracking, and executive travel coordination preferred.
• Valid driver's license required.
• Bilingual English/Spanish preferred.
• Proficiency with Microsoft Office suite, document management, and tracking systems.
• Strong organizational skills, professionalism, confidentiality, communication, and customer service abilities.
• Familiarity with medical terminology, clinical operations, and cultural competency in healthcare.
Physical Demands and Work Environment• Requires regular on-site attendance.
• Involves sitting frequently, occasional standing or walking, and some lifting or carrying up to 25 pounds.
• Exposure to uneven ground, biohazards, noise, dust/fumes, and hazards occasionally.
• Requires keyboarding, speaking, hearing, and visual acuity.
• Driving is occasionally required as part of travel duties.