Executive Assistant

Insight Global; Vero Beach (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Insight Global is partnering with an established Plastic Surgery, Dermatology, & MedSpa to hire a highly organized, proactive, and polished Executive Assistant to support the Founder & CEO and leadership team in a fast-paced healthcare and aesthetics environment.

This individual will serve as a trusted right-hand partner responsible for coordinating executive priorities, managing communications, organizing critical business operations, supporting educational events, and ensuring follow-through

Qualifications

• 3+ years supporting senior leadership in healthcare or professional services.
• Professional interactions with physicians, clients, vendors, and leadership.
• Proven calendar, travel, events, meetings, and executive schedule coordination.
• Advanced proficiency with Outlook, Excel, PowerPoint and Word.
• Ability to learn EMR systems, CRM platforms and related tools.
• Strong organizational skills and document management experience.
• On-site work with 7:30 AM start; occasional travel for conferences.

Responsibilities

• Meet with executives each morning to review priorities and schedules.
• Manage calendars, meetings, travel, dinners, speaking engagements, and commitments.
• Coordinate internal and external meetings with agendas, notes, and follow-ups.
• Serve as a point of contact for physicians, clients, vendors, and partners.
• Maintain communications, updates, and timely responses with stakeholders.
• Track tasks, deadlines, projects, and cross-team accountability.
• Coordinate operations across ~13 MedSpa locations.
• Maintain filing systems, contracts, and compliance documents.
• Assist with financial tracking, expenses, invoices, and reporting.
• Edit and format PowerPoint presentations for physician engagements.

Skills

Executive presence

Calendar coordination

Travel coordination

Organizational skills

Communication

Time management

Tools

Outlook

Excel

PowerPoint

Word

CRM platforms

EMR/EHR systems

Adobe Acrobat

DocuSign

Job description

• 3+ years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, Legal Assistant, Office Manager, or similar role supporting senior leadership.
• Strong executive presence and professionalism when interacting with physicians, clients, vendors, and leadership.
• Proven experience coordinating calendars, travel, events, meetings, and executive schedules.
• Advanced proficiency with Microsoft Outlook, Excel, PowerPoint, and Word.
• Ability to learn and utilize EMR systems, CRM platforms, and operational software. (just the scheduling functions within EMR system)
• Strong organizational skills and document management experience.
• Ability to work on-site and consistently arrive by 7:30 AM to support executive leadership priorities.
• Ability to travel occasionally for conferences, trainings, and business events.

Nice to Have Skills & Experience

• Experience supporting a physician, healthcare executive, practice owner, entrepreneur, or C-suite leader.
• Experience within healthcare, aesthetics, MedSpa, plastic surgery, dermatology, or professional services environments.
• Experience with CRM platforms, EMR/EHR systems, Adobe Acrobat, and DocuSign.
• Experience coordinating multi-location operations.
• Experience planning conferences, educational programs, training events, and executive retreats.
• Experience supporting presentation development and executive speaking engagements.

Job Description

Insight Global is partnering with an established Plastic Surgery, Dermatology, & MedSpa to hire a highly organized, proactive, and polished Executive Assistant to support the Founder & CEO and leadership team in a fast-paced healthcare and aesthetics environment. This individual will serve as a trusted right-hand partner responsible for coordinating executive priorities, managing communications, organizing critical business operations, supporting educational events, and ensuring follow-through on key initiatives.

Day-to-Day Responsibilities

• Meet with the Founder & CEO each morning to review priorities, coordinate schedules, and establish daily action plans.
• Manage executive calendars, meetings, appointments, travel arrangements, dinners, speaking engagements, and business commitments.
• Coordinate internal and external meetings, including scheduling, agenda creation, presentation preparation, meeting notes, and follow-up on action items.
• Serve as a point of contact for physicians, clients, vendors, suppliers, consultants, and business partners.
• Maintain frequent communication with stakeholders and ensure timely responses, updates, and follow-through.
• Track outstanding tasks, deadlines, projects, and deliverables while driving accountability across teams.
• Coordinate communication and operational initiatives across a growing network of approximately 13 MedSpa locations.
• Maintain organized filing systems, contracts, operational records, compliance documentation, and business correspondence.
• Assist with financial tracking, expense reporting, invoice management, and business-related reporting.
• Utilize Outlook, Excel, CRM platforms, and EMR systems to manage workflows, schedules, reporting, and operational activities.
• Edit and format PowerPoint presentations, training materials, and educational content for physician speaking engagements and consulting presentations.
• Support customer outreach, relationship management, and executive communications.
• Partner closely with leadership to implement new operational processes and improve organizational efficiency.
• Coordinate travel logistics including flights, lodging, transportation, itineraries, and event-related accommodations.
• Support special projects and serve as a trusted extension of executive leadership when coordinating with internal and external stakeholders.