Administrative Assistant to the Medical Director

Overview

Must have experience in a healthcare facility.

Position summary provide high-level administrative and operational support to the Medical Director of a research center. You’ll keep the director’s schedule, manage communications and research-related logistics, support compliance and reporting, and help run day-to-day center operations so investigators and staff can focus on science.

Duties

1. Manage calendars, schedule meetings, coordinate appointments, and arrange meeting logistics.

2. Answer phone calls, screen calls, respond to routine inquiries, and route messages to the right person.

3.Draft, proofread, and format correspondence, reports, and presentations.

4. Greet visitors, manage front-desk duties, and maintain a professional office

5. Approve appropriate paperwork

6. Maintain filing systems (electronic and paper), organize records, and ensure documents are accessible.

7.Prepare and distribute meeting agendas and minutes; follow up on action items.

8. Maintain confidentiality of sensitive information and follow company policies

9.Communications: screen and triage email and phone inquiries, draft professional responses, route urgent items to the director or appropriate team members

10. Research coordination support: assist with meeting prep for study teams, compile meeting materials, distribute minutes, track action items, and follow up on deliverables.

11. Travel and event logistics: arranging travel, accommodations, and itineraries for conferences, site visits, and investigator meetings; coordinate registration and expense pre-approvals.

Requirements

3+ years administrative experience; experience in an academic, clinical research, or healthcare setting strongly preferred.

Strong organizational skills, attention to detail, and ability to manage competing priorities.

Excellent written and verbal communication; polished, professional presence with internal and external stakeholders.

Proficiency with calendar management, Microsoft Office/Google Workspace, and videoconferencing tools; familiarity with basic databases or project-management tools

Experience handling confidential records and working with clinical/research teams.

Reliability, initiative, and the ability to work independently with minimal supervision.

Preferred qualifications

Bachelor’s degree or equivalent experience in healthcare administration, research administration, or related field.

Working conditions & schedule

Typical schedule: Monday–Friday daytime hours; occasional evenings or weekends for events or deadlines.

Compensation & benefits Competitive salary or hourly range to be set based on experience. Include standard benefits offered (health, dental, retirement, PTO, professional development).

Pay: $15.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person