Executive Assistant

• Manage calendars and scheduling efficiently
• Coordinate travel arrangements, including accommodations and itineraries
• Oversee social media management and engagement
• Create professional PowerPoint presentations
• Handle invoicing and manage payment processing
• Prepare and submit expense reports
• Provide excellent client care and support
• Assist with light event planning and coordination
• Manage and organize email correspondence
• Help create and maintain procedural documents
• Manage newsletters for distribution

Virtual Executive Assistant

• Coordinate meetings end-to-end, including agendas, logistics, and minutes, while supporting editorial board sessions (travel, catering, and event setup)
• Provide high-level administrative support to Directors and leadership, including calendar management, expense filing, and cross-functional troubleshooting
• Maintain organizational data (org charts, employee lists, contacts) and support Critical Author processes for leadership
• Manage project approvals and workflows, including executive-level coordination up to MD and CEO
• Act as systems liaison/administrator, supporting contract tools, access management (new hires/leavers), and vendor contract renewals
• Lead onboarding coordination, including scheduling, training plans, and new hire support
• Oversee operational processes including purchase orders, payments, pricing/print runs, and contributor agreements
• Support cross-functional coordination (marketing, awards, GDPR/privacy compliance) and process improvements; work with colleagues to identify and trial new ways of working (including AI tools)

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• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the leadership’s behalf
• Possess expert knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Smartsheet's, ChatGPT, for preparing reports and presentations
• Coordinate Video and Audio conference calls
• Work closely with the leadership team to remain apprised of/schedule upcoming commitments
• Schedule meetings, maintain and update daily Outlook calendars. Confirm objectives for the meeting invites, participants, materials for all calendar needs
• Work to ensure appropriate and timely communication to meeting participants
• Follow up with copies of communication materials as appropriate.
• Provide direct daily support to the leadership team
• Responsible for travel, itineraries, meeting arrangements & Workday expense reports
• Prepare presentation materials for meetings using MS PowerPoint, MS Word, MS Excel
• Work discretely with confidential information
• Assist with onboarding new hires to the team
• Work closely with any operational department heads as it relates to departmental projects
• Responsible for the facilitation of client gifts and holiday gifts/cards

• Types reports, agendas and other documents using PC-based software for scheduling, spreadsheet analysis, budget/finance reports, clinic statistical data, etc.
• Transcribes medical documents, such as letters, correspondence, medical record notes, nurse's notes and manuscripts
• Maintains medical records and notes
• Answers telephones, takes messages and forwards to appropriate persons
• Maintains the daily appointment schedule for visitors and patient office visits
• Maintains file system, including retrieval, copy and disposal of files
• Maintains memberships, societies, licensures and curriculum vitae
• Coordinates programs, such as residency, student clerk-ship work-study services and interoffice clerical functions
• Assists administrative/physician staff during peak times, vacations/illnesses
• Greets visitors and routes incoming mail
• Performs other duties as assigned

Medical Secretary II – Bone and Mineral Diseases

• Plans, prepares and arranges schedules, travel, calendar events/meeting and agendas
• Ensures all confidential administrative and correspondence files are maintained
• Responds to inquiries within scope of responsibility using discretion and independent judgment
• Prepares meeting agendas for internal and external communications
• Carries out logistics for meetings and committees
• Prepares presentations and reports using software including Microsoft Word, Excel and PowerPoint
• Manages communications, places phone calls, simple online research, collection of data, correspondence preparation, and assists with projects

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