Position Title: Personal Assistant to the Chief Surgical Officer

Department: Executive Administration

Reporting To: Chief Surgical Officer (CSO)

Employment Status: Full-Time, Exempt

Work Environment: Multi-Site Surgical & Clinical Operations (ASC/OBL/Clinic)

Position Overview

The Personal Assistant to the Chief Surgical Officer provides comprehensive executive, administrative, and operational support to ensure the effective functioning of the CSO’s responsibilities across a multi-center surgical, vascular, and clinical network. This position requires exceptional organizational capability, operational awareness, confidentiality, and professionalism. The role supports high-level decision-making by coordinating schedules, managing communications, facilitating operational activities, and overseeing administrative workflows on behalf of the CSO.

Essential Duties & Responsibilities

Executive Administrative Support

• Manage and optimize the CSO’s calendar, including meetings, surgical schedules, cross-site travel, and administrative commitments.
• Coordinate appointments and prepare daily and weekly briefings with relevant operational updates.
• Prioritize and organize incoming correspondence and communication requiring the CSO’s attention.
• Draft, proofread, and distribute letters, memoranda, announcements, and formal communications.

Operational Coordination & Oversight

• Liaise with surgical centers, clinics, anesthesia teams, and administrative leadership to ensure readiness and alignment with CSO directives.
• Monitor daily operational workflows, schedule changes, staff coverage, and center-specific needs.
• Follow up on operational issues, patient escalations, or risk-related matters as assigned by the CSO.
• Assist in implementing organizational policies, procedural updates, and compliance initiatives.

Vendor, Financial & Contract Support

• Coordinate communication with implant vendors, supply companies, and service providers.
• Track procurement activities, pricing changes, invoice discrepancies, and vendor contract obligations.
• Collaborate with Accounts Payable to resolve outstanding invoices, confirm reimbursements, and maintain accurate records.
• Maintain spreadsheets and reports related to surgical costs, supply logs, and productivity metrics.

Staff Administrative Support

• Monitor adherence to schedules, attendance expectations, break policies, and overtime protocols.
• Support onboarding activities, credentialing documentation, and orientation scheduling for new hires.
• Maintain confidentiality and handle sensitive employee-related issues with discretion.
• Assist with scheduling and recordkeeping for ACLS/BLS training, compliance deadlines, and required certifications.

Documentation, Reporting & Record Management

• Organize, maintain, and update executive files, operational documents, schedules, and reference materials.
• Prepare executive summaries, performance reports, and presentations as requested.
• Ensure all patient-related information is managed in strict accordance with HIPAA and organizational privacy standards.

Project & Initiative Support

• Provide administrative and logistical support for CSO-led initiatives, including vascular program expansion, ultrasound operations, vendor transitions, and strategic clinical projects.
• Track project timelines, deliverables, and cross-departmental dependencies to ensure timely execution.
• Prepare agendas, documentation, and follow-up materials for meetings related to ongoing initiatives.

Travel & Logistical Coordination

• Plan and coordinate travel between multiple clinical and surgical locations.
• Prepare documentation and materials required for each off-site meeting or procedural day.
• Track receipts, mileage, and reimbursement details as required.

Qualifications

Required Qualifications

• Bachelor’s Degree in Healthcare Administration, Business Administration, or related field; or equivalent professional experience.
• Experience in executive support, healthcare administration, or multi-site medical operations.
• Demonstrated proficiency in written and verbal communication.
• Strong competency in scheduling systems, Microsoft Office Suite, EMR platforms, and organizational software.
• Proven ability to maintain confidentiality and handle sensitive information appropriately.

Preferred Qualifications

• Experience supporting a senior clinical executive (e.g., CSO, CMO, Medical Director, VP of Operations).
• Background in ASC/OBL operations, surgical scheduling, or practice management.
• Familiarity with medical terminology, vendor relations, supply chain processes, and insurance workflows.

Core Competencies

• Executive Judgment & Discretion
• Operational Awareness
• Organizational and Time Management Excellence
• High Emotional Intelligence & Professionalism
• Advanced Communication Skills
• Problem-Solving & Critical Thinking
• Adaptability in Fast-Paced Environments
• Confidentiality & Compliance Awareness

Working Conditions

• Regular travel between clinical and surgical facilities is required.
• Occasional extended hours may be necessary during high-volume clinical periods or urgent operational needs.
• Must be able to work in a dynamic healthcare environment with competing priorities and time-sensitive demands.