Executive Secretary to the Director of Surgery

Salary: $65k - $75k DOE

Nuvia is seeking a highly organized, proactive, and detail-oriented individual to take on a full-time Executive Secretary role supporting the Director of Surgery. This role is essential in managing scheduling, travel logistics, communication, training event coordination, residency recruiting, compliance tracking, and key administrative functions.

This position offers a unique opportunity to work closely with company executives, surgeons, and department heads, ensuring that key initiatives run smoothly and efficiently.

Key Responsibilities

• Scheduling & Calendar Management
• Manage the Director of Surgery’s calendar, including:
• Monthly Alignment Meetings (Leadership Strategic Reviews)
• Biweekly Regional Surgical Reviews
• Weekly Clinical Operations Sync
• Quarterly Training & Development Community Meetings
• Annual Strategic Retreats
• Weekly Virtual Rounds for low-performing centers
• Surgeon Interview Blocks
• Coordinate meeting agendas and reminders.
• Proactively identify and resolve scheduling conflicts.

• Travel Coordination
• Arrange flights, hotels, and transportation for onboarding, training events, and recruiting visits.
• Maintain a centralized travel itinerary for easy access.
• Ensure all travel-related expenses and reimbursements are submitted promptly.

• Cadaver Course & CE Training Support
• Assist Christal Cope with quarterly Cadaver Course logistics.
• Coordinate with Amanda Anderson for residual logistics.
• Work with Amanda Sanchez to track CE components and attendance.
• Ensure Shelli Miller has the necessary resources for Community CE Meetings.

• Surgeon Onboarding & Residency Recruiting
• Coordinate interviews and onboarding for new surgeon hires.
• Work with Melissa Williams to track multi-state credentialing requirements.
• Manage outreach to OMFS residency programs to schedule recruiting appearances.
• Maintain a database of residency program contacts, scheduled visits, and follow-ups.

• Compliance & Documentation Support
• Work with Chrissy (Head of Compliance) to track surgeon compliance requirements.
• Collaborate with Jayden Grey (Legal Internal Counsel) on necessary documentation.
• Maintain organized records of credentialing, compliance reports, and surgeon training milestones.

• Email & Communication Support
• Filter and prioritize incoming emails, flagging urgent messages.
• Draft email responses and follow-ups on behalf of the Director.
• Manage internal communication related to CE courses, training events, and residency outreach.

• Loom Video & Speaking Engagements
• Schedule monthly Loom video updates regarding surgeon performance.
• Organize topic bullet points and talking points for clear and concise messaging.
• Distribute videos and track engagement.
• Research industry conferences and speaking engagements.
• Handle all logistics and presentation materials for the Director’s public appearances.

• Coordination with Nuvia Leadership & Operations
• Regularly liaise with the following department heads:
• Shannon Larsen – Chief Operating Officer (COO)
• Oriana Duque – Head of Provider Success
• Jen Cooper – Head of General Managers
• Landon Tramell – Director of Sales
• Dewey Denning – Director of Marketing
• Jordan Heimer – Director of Restorative Doctors
• Chrissy Rivera – Head of Compliance
• Jayden Grey – Legal Internal Counsel
• Kallie Kee – Head of Supplies & Ordering
  

Who Should Apply?

This role is ideal for a current Nuvia team member or an external candidate who:

• Has exceptional organizational and time management skills.
• Is a strong communicator (written & verbal).
• Can work independently and anticipate needs without micromanagement.
• Has experience in executive support, scheduling, HR, or operations roles (preferred but not required).
• Is comfortable using Microsoft Office, Google Suite, and scheduling software.
• Has a proactive mindset and problem-solving ability.
  
  

Why Join This Role?

• Work directly with company leadership and make a high-level impact.
• Gain executive experience in a fast-growing organization.
• Full-time role with opportunities for career growth.
• Be at the center of surgeon training, operations, and onboarding.
  
  

How To Apply

If interested, please submit an application or email expressing interest and qualifications to [haley@nuviasmiles.com] by [2/7/2025].

For any questions about the role, feel free to reach out.

We’re excited to find the right full-time team member to support Nuvia’s continued success!