Executive Assistant to CEO

JOB TITLE: Executive Assistant to Physician/Owner Saxon MD

REPORTS TO: DR. SARAH SAXON and the COO

Job Summary:
Saxon MD Facial Plastic Surgery is seeking a highly organized and proactive Executive Assistant to support Dr. Sarah Saxon at our Austin location (13341 W. HWY 290, Building 8, Austin, TX 78737). This hybrid role combines remote work flexibility with occasional in-person responsibilities at our Austin office, offering the potential to transition to a fully in-person role as needs evolve.

The ideal candidate will be a self-starter with exceptional organizational skills, capable of staying task-oriented and productive while working from home. They will excel in high-level administrative support, be adept at managing complex schedules and travel, and demonstrate professionalism, integrity, and strong communication skills. This role requires expertise in AI platforms and the ability to adapt in a fast-paced, high-demand environment.

Primary Responsibilities:

• Daily Scheduling & Calendar Management: Coordinate the Dr. Saxon’s schedule, including organizing a daily meeting with Dr. Saxon, prioritizing commitments, and troubleshooting conflicts to maintain smooth day-to-day operations.
• Email and Communication Management: Handle and organize Dr. Saxon’s emails, ensuring timely responses and follow-up. Act as a liaison to facilitate clear communication between Dr. Saxon and staff.
• Travel & Credential Management: Schedule and manage travel arrangements for Dr. Saxon and Saxon MD staff, and maintain up-to-date records for memberships, board certifications, and credentialing requirements. Submit renewal paperwork as needed.
• Meeting Coordination & Documentation: Schedule, attend, and document meeting notes, ensuring action items are noted and stored in Dropbox. Add meeting notes and follow-up actions to Dr. Saxon’s calendar for ongoing organization.
• Presentation & Document Preparation: Develop and prepare PowerPoint presentations for meetings, conferences including designing visual aids and compiling reports.

Task & To-Do List Management: Maintain an up-to-date to-do list for Dr. Saxon, following up on progress and providing reminders to ensure timely completion of tasks.

AI Platform Expertise: Utilize AI tools to optimize productivity and streamline administrative tasks, enhancing support for Dr. Saxon’s needs.

Gatekeeper Role: Act as a primary point of contact on all matters related to Dr. Saxon, providing a “gatekeeper” function to manage communication flow, prioritize requests, and support Dr. Saxon’s preferences and organizational policies.

• Support for Special Projects: Assist with projects that involve information gathering, designing reports, creating presentations, and overseeing small-scale initiatives as assigned by Dr. Saxon.

Qualifications:

• Experience: Minimum of 3 years of experience supporting a C-level executive, with experience in high-level calendar management and prioritization.
• Technical Skills: Proficiency in Microsoft Office, especially PowerPoint and Excel, with expertise in AI tools to streamline tasks and presentations.
• Communication Skills: Strong verbal and written communication skills, maintaining a high degree of confidentiality and discretion.
• Organizational Excellence: Impeccable attention to detail, strong decision-making abilities, and ability to manage multiple projects and requests simultaneously.
• Adaptability & Professionalism: Ability to handle a dynamic, fast-paced environment, switching gears quickly as priorities shift. Professional demeanor in all interactions with staff, patients, and external contacts.

Work Environment:

• Thrive in an intense, detail-oriented environment where flexibility and self-direction are essential.
• Collaborative work style with an ability to work effectively across teams and with diverse individuals.

Confidentiality:

• While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their careers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organization. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, careers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorized persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health and Safety:

• Use personal security systems within the workplace according to Practice guidelines
• Identify the risks involved in work activities and undertakes such activities in a way that manages those risks
• Make effective use of training to update knowledge and skills
• Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Report potential risks identified

Equality and Diversity:

• Acts in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respects the privacy, dignity, needs and beliefs of patients, careers, and colleagues
• Behaves in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Quality:

• Assess own performance and take accountability for own actions, either directly or under supervision
• Work effectively with individuals in other agencies to meet needs of Dr. Saxon and Saxon MD.
• Effectively manage own time, workload, and resources

Job Type: Part-time

Pay: From $22.50 per hour

Expected hours: 10 – 30 per week

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Austin, TX 78737 (Preferred)

Ability to Relocate:

• Austin, TX 78737: Relocate before starting work (Required)

Work Location: Hybrid remote in Austin, TX 78737

Salary : $23