Executive Assistant and Physician Relations Coordinator

Vision

Whole Woman’s Health transforms how people experience abortion care in this country. We stand in the light, fiercely dedicated to providing fabulous abortion care that puts patients first.

Mission

Whole Woman’s Health provides fabulous abortion care, free from the shame and stigma that often accompanies sexual health in this country. Our patients can count on us for medical expertise, heartfelt compassion, informed consent, and trust. We are deeply committed to growth and innovation, and we cultivate a dynamic, rigorous, learning corporate culture. Our patients’ hopes and dreams are at the center of all we do, and we hold ourselves ultimately accountable to them.

Summary

The Executive Assistant & Physician Relation Coordinator supports the VP of Growth and Innovation (G&I) by handling a range of administrative tasks, from routine to complex. This includes managing communications, calendars, meetings, travel, and special projects. This role requires maintaining confidentiality and interacting with various stakeholders. Additionally, this position involves coordinating and enhancing physician relations, including scheduling meetings, facilitating communication, and supporting physician engagement and training programs. Strong relationship-building and project execution skills are essential.

This is a remote position, but you must reside in one of the following states for consideration: TX, VA, MN, NM 

Essential functions

Executive Assistant Duties:

• Manage the VP’s calls, emails, and correspondence.
• Oversee the VP’s calendar and travel arrangements.
• Support the Executive team with meetings and conference calls.
• Prepare agenda materials and create documents/presentations.
• Assist Medical Directors and DCSs with policy updates, training schedules, and regulatory procedures.
• Maintain files and records.
• Facilitate visits from external stakeholders.
• Draft routine letters and perform special projects.
• Provide strategic insight and maintain confidentiality.
• Research State and National laws and regulations.  

Physician Relation Coordinator Duties:

• Coordinate and schedule meetings between physicians and administrative staff.
• Facilitate communication between physicians and the leadership team.
• Assist in the development and implementation of physician engagement strategies.
• Track and report on physician-related metrics and performance.
• Organize and manage physician training programs and workshops.
• Support the onboarding process for new physicians.
• Address and resolve physician-related issues and concerns.
• Maintain up-to-date records of physician credentials and certifications.
• Collaborate with the Medical Directors on physician-related projects and initiatives.

Experience and General Requirements

Experience and Training:

• Bachelor’s degree and 5-7 years of related experience preferred.

Skills:

• Proficiency in MS Office Suite.
• Excellent communication, project management, and organizational skills.
• Strong negotiation skills and attention to detail.
• Strong editing skills.

Abilities:

• Maintain confidentiality.
• Work collaboratively with the executive team.
• Use initiative and make sound decisions.
• Anticipate needs and work independently.

Physical Requirements

• Must possess the ability and capability to perform any task in the office. 
• Must have excellent visual and hearing acuity.

Remote Requirements

• Must be able to cope with the reduced social interaction and contact.
• Must be self-disciplined and not be distracted from working, be able to complete the expected working hours, and be able to work without direct supervision.
• Must be able to arrange their family or other commitments to facilitate a suitable working regime and environment.
• Must have good communication skills including written and verbal reporting.
• Where necessary, must be willing and able to use new or different communications and IT equipment.
• Ability to travel domestically. 

Please note that this is a working job description that may evolve as the needs of the company change.

Whole Woman’s Health is an Equal Opportunity Employer, and we welcome applications from women, people of color, and members of the LBGTQI community. We do not discriminate on the basis of actual or perceived race, creed, color, alienage or national origin, ancestry, citizenship status, religion or belief, age, marital or partnership status, family status, pregnancy and maternity, disability or handicap, sexual orientation, gender, gender identity, gender reassignment, predisposing genetic characteristic, military or veteran status, arrest record, or any other legally protected characteristic protected by applicable federal, state, or local laws.