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.

Work arrangement
No