Executive Assistant-Medical Affairs

Your Opportunity:

The Executive Administrative Assistant (EA) for the Office of the Chief Medical Officer (CMO), plays a vital role in supporting portfolio activities, and the broader organization. Working with limited supervision, the EA provides high-level administrative and operational support to the senior Medical Affairs Physician leadership, including the Deputy CMO, Director, and Corporate Services Manager and other positions as required. This on-site position ensures the smooth functioning and reputational credibility of the Office of the CMO by acting as a liaison to Executive leadership, the internal leadership team, and partner organizations. Key responsibilities include executive-level coordination, drafting and managing communications, supporting office workflow, data collection, and project coordination. The EA also contributes to process improvement initiatives and serves as a resource to other administrative staff, offering guidance and expertise. The role demands professionalism, discretion, and a proactive approach to problem-solving, with a strong emphasis on collaboration and team support. Functionally reporting to the Corporate Services Manager of Medical Affairs, the EA is a trusted partner in advancing the strategic and operational goals of the CMO’s office and enhancing Covenant’s mission-driven impact across the health system.

Description:

Core responsibilities include calendar management, drafting communications, preparing meeting materials, contract management, and responding to inquiries on behalf of senior leadership. The EA monitors submissions, maintains tracking systems (e.g., briefing notes, equipment requests, travel, recruitment), and regularly reviews workflows to improve efficiency. Success in this role requires excellent client service, sound judgment, and the ability to prioritize competing demands. The EA must demonstrate professionalism, discretion, and tact in all interactions, while maintaining confidentiality and credibility across all levels. This position demands critical thinking, initiative, and adaptability. The EA excels in office administration and represents senior leadership with integrity and a polished, diplomatic presence. This Executive Assistant (EA) serves as a vital liaison between senior leadership, physicians, and external partners, fostering strong relationships across the organization, health system, and government/community sectors. Operating with a high level of independence, the EA interprets and applies policies in a fast-paced, multi-tasked environment, drawing on deep organizational knowledge. This is a non-unionized role.