Executive Assistant to the Chief Medical Officer

At Institutes of Health (IOH), we don’t just treat patients—we help them reclaim their lives. Our work in chronic pain, PTSD, brain injury, and workers’ compensation care is complex, meaningful, and deeply human.

We are looking for a highly capable Executive Assistant to the Chief Medical Officer (CMO) who thrives in a fast-paced clinical environment and wants to play a critical role behind the scenes of patient care, medical-legal reporting, and executive operations. This is not a typical admin role. You will be embedded in clinical workflows, directly supporting the CMO in real time, and helping ensure accuracy, compliance, and excellence across every case.

What You’ll Do

Be the CMO’s right hand in clinical operations:

• Provide real-time medical scribing during patient evaluations, peer-to-peer calls, and interdisciplinary meetings
• Capture detailed physician documentation with speed and precision in EMR systems

Own complex medical-legal documentation workflows:

• Support preparation and coordination of reports including PR-4s, PTP reports, AME/QME documentation, AOE/COE evaluations, and more
• Ensure all documentation meets California DWC requirements and strict regulatory timelines

Manage a high-stakes executive calendar:

• Coordinate patient visits, meetings, and case reviews
• Anticipate conflicts, prioritize effectively, and ensure the CMO is always prepared

Drive organization and accountability:

• Track report deadlines and manage document workflows
• Maintain structured, accurate, and accessible case files

Support workers’ compensation processes:

• Assist with UR/IMR documentation, P2P prep, and case coordination
• Work within California workers’ comp guidelines and clinical reporting standards

Act as a key liaison:

• Draft professional correspondence to attorneys, adjusters, payers, and physicians
• Serve as a bridge between the CMO and internal medical teams

Stay one step ahead:

• Anticipate needs, flag priorities, and ensure nothing falls through the cracks

What We’re Looking For

We’re open to a range of backgrounds—from experienced medical scribes and medical assistants to licensed clinicians (RN/LVN).

You’ll be a strong fit if you have:

• 2–4+ years supporting a physician or clinical executive in a healthcare setting
• Experience with workers’ compensation processes (PR-4, PTP, UR/IMR, DWC reporting)
• Strong command of medical terminology and clinical documentation
• Proven ability to manage complex scheduling and competing priorities
• Experience coordinating multi-party documentation workflows
• EMR proficiency (Epic, Cerner, eClinicalWorks, or similar) and strong Google Workspace skills
• Typing speed of 65+ WPM
• Exceptional attention to detail and ability to work under tight deadlines

Preferred but not required:

• RN or LVN license
• Medical scribe certification
• Degree in a healthcare-related field

Why Join IOH?

• Work directly with executive medical leadership
• Be part of a mission-driven organization transforming patient care
• Gain exposure to complex, high-level medical and legal workflows
• Collaborate with a multidisciplinary team in a dynamic environment
• Grow your career in a role that blends clinical insight, operations, and strategy

What This Role Requires

• High level of discretion and professionalism
• Ability to work in both office and active clinical environments
• Comfort with prolonged computer work and real-time documentation
• Flexibility to adapt quickly in a fast-moving, high-demand setting
• Occasional travel between IOH clinic locations (valid driver’s license required)

Compensation is based on experience, background, and licensure:

• Higher ranges are reserved for licensed candidates (RN/LVN) and those with extensive workers’ compensation and medical-legal experience
• Strong unlicensed candidates with deep scribe or clinical support experience are highly encouraged to apply

If you’re someone who takes pride in precision, thrives under pressure, and wants to be part of something meaningful, we’d love to hear from you.

Pay: $25.00 - $65.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person