What are the responsibilities and job description for the Executive Assistant to the Medical Director position at Fertilityclinicsandiego?

Executive Assistant to the Medical Director

Company : Reproductive Partners Fertility Center – San Diego

Job Title : Executive Assistant

Reports To : Medical Director

Company Overview

Reproductive Partners Fertility Center – San Diego is a leading Southern California fertility clinic, internationally and nationally recognized for our success in IVF (In Vitro Fertilization), egg freezing, and other fertility treatments for our patients.

Position Overview

We are seeking a highly organized, tech-savvy, and motivated Executive Assistant to support the Medical Director at our fertility practice. The ideal candidate will have excellent project management, organizational, and administrative skills, interest in reproductive medicine, and the ability to manage multiple tasks efficiently. This role includes both administrative and clinical duties, requiring strong communication skills and a proactive approach to problem-solving.

Key Responsibilities

Administrative Support

Schedule and manage appointments, meetings, and events for the Medical Director.
Screen and prioritize emails / messages and respond on behalf of the Medical Director as requested.
Arrange travel accommodations and itineraries as needed.
Create, edit, and format documents, presentations, and reports.
Assist with administrative projects and help develop workflows to improve efficiency.
Transcribe dictations from the Medical Director accurately and efficiently.
Serve as a liaison between the Medical Director, management team, clinic staff, and outside professionals, ensuring clear and efficient communication.
Support the Medical Director with maintaining communication with referring physicians.

Clinical Support

Meet with the Medical Director every morning to review the day’s patient schedule and prepare accordingly.

Organize and maintain patient records, ensuring all documentation is up-to-date and easily accessible.

Act as a scribe for the Medical Director during initial patient consultations, ultrasound examinations, and other clinical encounters.

Review patient consultation notes and sign off documentation with the Medical Director.

Review patient lab results with the Medical Director daily and assist with review sign-offs.

Collaborate with coordinators to manage patient care and treatment.

Assist with keeping patient prescriptions up to date.

Communicate and coordinate with the QI Manager on clinical questions and concerns as requested by the Medical Director.

Search and retrieve medical research papers and articles from databases as requested by the Medical Director.

Optimize clinical charting and documentation processes to improve efficiency and accuracy.

Help optimize and document clinical workflows, ensuring efficient practice operations.

In compliance with the Americans with Disabilities Act, ADA, this description identifies the essential components of the job required to be performed with or without reasonable accommodations. Requests for reasonable accommodations to facilitate the performance of these essential functions will be given careful consideration.)

Qualifications and Requirements

Education : Bachelor’s degree in healthcare administration, business, project management, or a related field preferred.

Experience : Previous experience as an executive assistant, preferably in a medical or clinical setting.

Skills :

Excellent organizational, multitasking, and communication skills.

Advanced proficiency in Microsoft 365 – primarily Outlook, Teams, Word, PowerPoint, and Excel, medical software, and various software programs, AI tools, and practice management systems.

Experience with learning and implementing new technologies and systems to enhance practice operations.

Detail-oriented, proactive, and able to maintain confidentiality and handle sensitive information with discretion.

Strong problem-solving and critical thinking abilities and a team-player mentality.

Other Requirements :

Attendance, punctuality, and reliability are essential functions of this position. Must report to work on time for scheduled hours dependent on operational needs.

Willing to work a flexible schedule including some evenings and occasional weekends as needed.

Benefits :

Health, dental, and vision insurance options

Retirement savings plan

Paid time off and holidays

Opportunities for professional development and growth

A friendly and supportive work environment

How to Apply

Interested candidates should submit their resume and cover letter outlining their qualifications and experience. Please include references and any relevant certifications.

Join our dedicated team and contribute to providing exceptional fertility care. Apply today!

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Executive Assistant to the Medical Director

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