Executive Assistant

Insight Global • Vero Beach, FL • 1d ago

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.

The ideal candidate excels at organization, communication, relationship management, and anticipating needs before they arise. This person will interact regularly with physicians, healthcare professionals, clients, vendors, and leadership while helping coordinate operations across multiple healthcare clinic locations. Success in this role requires exceptional attention to detail, professionalism, resourcefulness, and a strong sense of ownership.

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.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

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. - 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.

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