Medical Admin / Executive Assistant - Rheumatology & Internal Medicine

About the Role

We're seeking a highly organized Executive Assistant to bring order and structure to the day-to-day operations of a busy NYC rheumatology and internal medicine practice. Things have gotten a bit scattered, and the practice needs someone who can step in as the central point of coordination — someone who can, in the practice's own words, help "put everything back together."

You'll work closely with the lead physician and the broader office team — including practice leadership and the existing patient coordinator — making sure calendars, emails, communication, and administrative follow-ups are all tracked and nothing slips through the cracks. This role touches nearly every part of how the practice runs day to day, without requiring deep EMR use — the focus here is organization, coordination, and communication, not clinical documentation.

Given the practice's patient population — many of whom are older, detail-oriented, and expect a high level of professionalism and clarity — exceptional, confident spoken communication is essential, including comfort speaking directly with patients on the phone when needed.

What You'll Do

Calendar & Email Management

• Manage and organize the practice's Google Workspace
• Manage calendars and scheduling across the team
• Stay on top of the physician's and practice leadership's emails, flagging what needs attention and when
• Make sure appointments and calendars are properly and accurately scheduled

Coordination & Communication

• Coordinate communication across practice leadership, staff, and the existing patient coordinator
• Help ensure the physician knows where he needs to be, what patients or situations he has coming up, and who he needs to communicate with
• Communicate with different members of the office as needed to keep everyone aligned
• Answer and place calls when needed, speaking clearly and knowledgeably with patients

Administrative Oversight

• Keep track of important administrative details and follow-ups
• Help organize credentials, licensing-related administrative tasks, and other outstanding items
• Serve as a central organizational resource across the practice's day-to-day operations

Requirements

Required Qualifications

• Extremely organized and detail-oriented, with a track record of managing multiple moving pieces at once
• Exceptional, clear, and confident verbal and written communication skills — comfortable representing the practice on the phone with patients
• Proactive — able to anticipate needs and stay ahead of tasks rather than just reacting to them
• Comfortable managing multiple calendars, inboxes, and shifting priorities simultaneously
• Strong Google Workspace experience
• Able to coordinate between multiple people and consistently keep everyone on the same page
• Comfortable working independently and taking full ownership of administrative responsibilities
• Access to a Mac, or a PC with VPN capability

Preferred Qualifications

• Medical or healthcare experience — helpful for understanding practice workflows and speaking knowledgeably with patients, though not a strict requirement
• Experience with Pantera Streams or similar VoIP phone systems

Benefits

Why This Role

You'll be the connective tissue of a well-respected NYC practice, working directly with the physician and leadership team to bring order to daily operations — real ownership, real trust, and a role where your organizational instincts make a visible, immediate difference.