Executive Assistant to Managing Director

About Advanced Telemed

Advanced Telemed is a provider of teleradiology services offering swift, precise diagnostic imaging support across modalities such as X-ray, CT, and Ultrasound to hospitals, diagnostic centers, and imaging facilities. Utilizing a skilled network of radiologists and a robust digital imaging workflow, the company ensures rapid and reliable reporting 24/7, including nights and weekends. The operations emphasize quality and consistency through structured quality assurance before every interpretation, enabling providers to trust both speed and accuracy. The organization is expanding its dependable night operations team to maintain seamless around-the-clock service.

Role Overview

This role is for an Executive Assistant supporting the CEO and COO. It demands high organizational skills, discretion, proactivity, and the ability to manage numerous responsibilities to keep daily operations running smoothly. You will oversee shift coverage, operational visibility, calendar management, internal and external communications, as well as some HR and billing-related coordination.

Key Responsibilities

• Maintain operational oversight by monitoring shift coverage, identifying gaps or no-shows promptly, and escalating issues before they impact operations.
• Track team action items and ensure completion through consistent follow-up.
• Manage CEO and COO calendars by scheduling, rescheduling, and safeguarding focus time.
• Facilitate meeting coordination including agenda preparation, cross-time zone scheduling, and distributing follow-ups.
• Perform inbox triage and draft correspondence on behalf of leadership as needed.
• Support HR tasks such as onboarding logistics, document collection, credentialing reminders, and tracking paid time off and coverage.
• Serve as a point of contact for routine staff inquiries, directing them appropriately.
• Help organize and maintain confidential personnel records.
• Assist with billing processes by tracking submissions, pursuing missing information, and highlighting discrepancies.
• Organize invoicing, follow-ups, and payment records to keep them up to date.
• Create and maintain reminder systems to keep leadership informed of deadlines, renewals, and commitments.
• Handle ad-hoc projects, research, travel arrangements, and other tasks as assigned to support leadership.

Qualifications and Experience

• Minimum of 3 years’ experience as an Executive Assistant, operations coordinator, or similar role with high responsibility.
• Exceptional organizational skills with a strong ability to close loops proactively.
• Excellent written and verbal communication skills paired with sound judgment for issue escalation.
• Comfortable working independently in a fast-paced, remote environment.
• Highly discreet when handling confidential business, financial, and personnel data.
• Proficient in managing calendars, email, spreadsheets, and common collaboration/productivity tools.

Preferred Skills

• Background in healthcare, radiology, telemedicine, or clinical services sector.
• Familiarity with billing, credentialing, or HR process workflows.
• Experience supporting geographically distributed or shift-based teams.

Success Indicators Within the First 90 Days

• Consistent awareness and timely flagging of shift coverage status for leadership.
• Flawless calendar management ensuring no double-bookings or missed engagements.
• Systematic tracking and completion of team action items.
• Effective identification and resolution of billing and HR-related issues before escalation.