Executive Assistant and Practice Operations Coordinator

St Louis South Oral Surgery; St. Louis (MO); On-site; USD 55,000 - 85,000; Full time

Job summary

St. Louis South Oral Surgery and Evolutions MedSpa seeks an exceptionally organized Executive Assistant and Practice Operations Coordinator to support ownership and leadership across two healthcare organizations.

You will manage calendars, coordinate schedules, organize credentialing, and drive initiatives from discussion to completion. The role demands discretion, strong communication with physicians and vendors, and the ability to juggle multiple priorities in a fast-paced healthcare

Qualifications

• Exceptional organizational skills with proactive, resourceful approach to multi-tasking in healthcare settings.
• Ability to manage confidential information and communicate with physicians, staff, vendors, and partners.
• Experience supporting senior leaders and coordinating cross-functional initiatives.

Responsibilities

• Provide executive support to the owner and leadership across two healthcare organizations; manage calendars, meetings, travel, deadlines, and commitments.
• Coordinate operational priorities, project trackers, SOPs, and credentialing/compliance activities to ensure timely completion.
• Help optimize scheduling, prepare materials, reports, and summaries while maintaining strict confidentiality.
• Support credentialing, enrollment activities, and coordination with providers, staff, and external partners.
• Identify bottlenecks, improve processes, and assist with implementation of new systems and workflows.

Skills

Calendar management

Executive support

Credentialing

Project coordination

Vendor coordination

Tools

Credentialing software

Job description

St. Louis South Oral Surgery and Evolutions MedSpa are seeking an exceptionally organized, proactive, and resourceful Executive Assistant and Practice Operations Coordinator to support the owner and leadership team across two growing healthcare organizations.

This is not a traditional administrative assistant position. The person selected for this role will serve as an operational extension of the practice owner, helping manage priorities, coordinate schedules, maintain accountability, organize credentialing and compliance activities, support projects, and ensure that important tasks move from discussion to completion.

The ideal candidate is comfortable working in a fast-paced healthcare environment, managing confidential information, communicating with physicians, employees, vendors, hospitals, insurance companies, and outside partners, and handling multiple competing priorities without losing attention to detail.

Position Type: Full-Time. Work Environment: Primarily On-Site, with limited remote work as approved. Reports To: Practice Owner and Executive Leadership.

Primary Responsibilities

Executive Support:

• Manage and protect the practice owner's professional calendar; coordinate meetings, clinical schedules, leadership obligations, travel, deadlines, and outside commitments.
• Prepare agendas, meeting materials, briefing documents, and follow-up summaries.
• Track decisions, assignments, deadlines, and unresolved items; anticipate scheduling conflicts and operational needs before they become problems; Organize emails, documents, communications, and requests requiring executive attention.
• Help prioritize incoming issues based on urgency, importance, and business impact.
• Draft professional correspondence, internal communications, reports, and presentation materials; and maintain strict confidentiality regarding clinical, financial, personnel, legal, and strategic matters.

Practice Operations

• Assist leadership with the day-to-day coordination of operations across both organizations.
• Maintain operational task lists, project trackers, calendars, and accountability systems.
• Follow up with managers, employees, vendors, and external partners to ensure assigned work is completed.
• Identify incomplete processes, scheduling gaps, communication failures, and operational bottlenecks.
• Help develop, update, organize, and distribute standard operating procedures.
• Coordinate special projects involving staffing, scheduling, technology, marketing, compliance, facilities, and vendor relationships.
• Support the implementation of new systems, workflows, locations, services, and business initiatives.
• Collect and organize operational data for leadership review; and maintain organized digital files.

Scheduling And Calendar Coordination

• Coordinate clinical, administrative, leadership, and personal business calendars as assigned.
• Assist with provider schedules, staff coverage, meetings, training, interviews, and special events.
• Monitor the calendar for conflicts, insufficient travel time, incomplete preparation, or missing information.
• Confirm appointments, meetings, deadlines, and required materials.
• Assist with scheduling changes during staffing shortages, emergencies, or unexpected operational disruptions.

Provider Credentialing And Enrollment

• Coordinate and maintain provider credentialing, recredentialing, and enrollment activities.
• Track licenses, certifications, controlled-substance registrations, malpractice coverage, continuing education requirements, and expiration dates.