Executive Assistant, Medical Staff

150 Shriners Hospitals for Children; Galveston (TX); On-site; USD 70,000 - 100,000; Full time

Job summary

Shriners Children's in Galveston, TX seeks an experienced Executive Assistant to provide high-level support to the Chief of Staff and Medical Staff Office. You will manage calendars, plan events, prepare materials, and coordinate credentialing and Medicaid/Medicare processes as needed.

The role requires outstanding communication, impeccable organization, and the ability to handle sensitive information with discretion.

Qualifications

• 7+ years of executive-level administrative experience or senior executive support.
• Excellent communication and follow-through skills.
• Exceptional organizational and office skills with ability to manage multiple schedules and deadlines.

Responsibilities

• Coordinates administrative activities for Chief of Staff and medical staff.
• Manage calendars, meetings, and events; delegate messages and maintain confidentiality.
• Prepare correspondence, transcribe dictation, and support credentialing and Medicaid/Medicare enrollment processes.

Skills

Executive-level experience

Excellent communication

Organizational skills

Time management / multitasking

AI tools proficiency

Education

Associates Degree

Bachelor’s Degree

Tools

MS Word

PowerPoint

Excel

Teams

AI tools

Job description

Company Overview

Shriners Children's is an organization that respects, supports, and values each other. Named as the 2025 best mid-sized employer by Forbes, we are engaged in providing excellence in patient care, embracing multi-disciplinary education, and research with global impact. We foster a learning environment that values evidenced based practice, experience, innovation, and critical thinking. Our compassion, integrity, accountability, and resilience define us as leaders in pediatric specialty care for our children and their families.

With 20+ hospitals, outpatient clinics, ambulatory care centers and outreach locations across the globe, we provide excellent care to children up to age 18 regardless of their family's ability to pay or insurance status.

Job Description

The Executive Assistant is responsible for the direct administrative support of the Chief of Staff and Medical Staff. The individual will be competent in the knowledge of organizational operations, procedures, policies and personnel and work independently to plan and organize office operations. They will assist in the planning and preparation of any special events associated with the Medical Staff Office. They will coordinate the Fellowship Program and assist with coordinating medical staff-hosted educational tutorials.

Key Responsibilities

• Coordinates all administrative activities for assigned medical staff and Chief
• Ensure messages are delegated in a timely manner. Use proper etiquette
• Independently organizes meetings, appointments and events as needed
• Retrieve, circulate and respond to emails
• Maintain up-to-date medical staff and chief away schedules and communicate accurately and effectively to various clinical departments
• Maintain travel expenses reimbursement for physicians and other providers
• Type correspondence, transcribe dictation and meet deadlines
• Coordinate tutorials and scientific meetings, as well as, legal inquires/meetings
• Order inventory, lab coats and business cards for physicians and other healthcare providers
• Maintain and submit reports to home office as assigned
• Demonstrates adaptability to respond and complete urgent assignments with accuracy and assuredness.
• Demonstrates evidence of importance of confidentiality and security of files.
• Provides support to credentialing
• Provides support for Medicaid and Medicare enrollment applications of assigned medical staff.

Required Qualifications

• 7 years of executive-level administrative experience and/or senior executive support position
• Excellent communication and follow-through skills
• Exceptional organizational and office skills, familiarity with statistical analysis and ability to manage multiple schedules and deadlines.
• Strong computer skills and experiences producing high-quality work; including word processing, spreadsheets, calendar/appointment programs and database applications (MS Word, PowerPoint, Excel, Teams, and the use of AI).

Preferred Qualifications

• Associates Degree
• Bachelors Degree
• Medical terminology

Compensation

Compensation is determined based on years of relevant experience and departmental equity.