Executive Assistant

About This Role
Minnesota Craniofacial Center for TMJ & Sleep Treatment is a growing specialty healthcare practice based in St. Paul. We are looking for a thoughtful, organized, and proactive Executive Assistant to serve as a trusted right-hand partner to our doctor-owner — handling both professional and personal logistics with discretion and follow-through.

This is not a clinical role, a front-desk position, or a practice manager role. It is a true executive support position: coordination, organization, and operational clarity for someone who values getting things done quietly and well.

This role will be approximately 20 hours per week to start, with opportunity to grow.

What You'll Help With:

Executive & Scheduling Support

• Manage and triage email inbox (Google Workspace)
• Coordinate appointments, meetings, and preparation
• Assist with personal appointment scheduling and logistics
• Calendar management and deadline tracking
• Keep priorities organized and visible

Compliance & Oversight

• Track OSHA, HIPAA, licensing, insurance, and renewal deadlines
• Coordinate staff training and monthly meetings
• Help prepare compliance documentation
• Maintain a clear renewal and compliance calendar

Travel & Events

• Arrange travel for continuing education, speaking engagements and team needs
• Build itineraries and track confirmations
• Assist with preparation for CE courses
• Help plan team gatherings and networking events
• Coordinate lunch-and-learns with referring offices

Vendor & Facilities Coordination

• Research and vet contractors (plumbers, electricians, and others)
• Obtain and compare quotes
• Schedule and coordinate service visits for office and home
• Maintain a trusted vendor list and see projects through to completion
• Track invoices and assist with payment coordination

Who You Are

• Calm, steady, and highly organized
• Proactive — you anticipate needs before being asked
• Detail-oriented without losing sight of the big picture
• Discreet and trustworthy with sensitive information
• Comfortable balancing professional and personal logistics
• Able to summarize options and make clear recommendations
• Tech-comfortable and systems-minded

Prior experience as an Executive Assistant is strongly preferred. Experience supporting a physician, executive, or business owner in a fast-paced environment is a plus

Why This Role Matters

This role creates space — for better patient care, stronger leadership, and sustainable growth. It’s ideal for someone who takes genuine pride in being the person behind the scenes who makes everything run smoothly.

To apply: Please submit your resume along with a brief note about why this role appeals to you.

Pay: $26.00 - $35.00 per hour

Work Location: In person