Medical Admin / Executive Assistant - Rheumatology & Internal Medicine ✨

About the RoleWe're seeking a highly organized Executive Assistant to bring order and structure to the day-to-day operations of a busy NYC rheumatology and internal medicine practice. About the Role We're seeking a highly organized Executive Assistant to bring order and structure to the day-to-day operations of a busy NYC rheumatology and internal medicine practice. Things have gotten a bit scattered, and the practice needs someone who can step in as the central point of coordination — someone who can, in the practice's own words, help "put everything back together." You'll work closely with the lead physician and the broader office team — including practice leadership and the existing patient coordinator — making sure calendars, emails, communication, and administrative follow-ups are all tracked and nothing slips through the cracks. This role touches nearly every part of how the practice runs day to day, without requiring deep EMR use — the focus here is organization, coordination, and communication, not clinical documentation. Given the practice's patient population — many of whom are older, detail-oriented, and expect a high level of professionalism and clarity — exceptional, confident spoken communication is essential, including comfort speaking directly with patients on the phone when needed. What You'll Do Calendar & Email Management Manage and organize the practice's Google Workspace Manage calendars and scheduling across the team Stay on top of the physician's and practice leadership's emails, flagging what needs attention and when Make sure appointments and calendars are properly and accurately scheduled Coordination & Communication Coordinate communication across practice leadership, staff, and the existing patient coordinator Help ensure the physician knows where he needs to be, what patients or situations he has coming up, and who he needs to communicate with Communicate with different members of the office as needed to keep everyone aligned Answer and place calls when needed, speaking clearly and knowledgeably with patients Administrative Oversight Keep track of important administrative details and follow-ups Help organize credentials, licensing-related administrative tasks, and other outstanding items Serve as a central organizational resource across the practice's day-to-day operations Requirements Required Qualifications Extremely organized and detail-oriented, with a track record of managing multiple moving pieces at once Exceptional, clear, and confident verbal and written communication skills — comfortable representing the practice on the phone with patients Proactive — able to anticipate needs and stay ahead of tasks rather than just reacting to them Comfortable managing multiple calendars, inboxes, and shifting priorities simultaneously Strong Google Workspace experience Able to coordinate between multiple people and consistently keep everyone on the same page Comfortable working independently and taking full ownership of administrative responsibilities Access to a Mac, or a PC with VPN capability Preferred Qualifications Medical or healthcare experience — helpful for understanding practice workflows and speaking knowledgeably with patients, though not a strict requirement Experience with Pantera Streams or similar VoIP phone systems Benefits Why This Role You'll be the connective tissue of a well-respected NYC practice, working directly with the physician and leadership team to bring order to daily operations — real ownership, real trust, and a role where your organizational instincts make a visible, immediate difference. Originally posted on Himalayas Employment type: Full Time Seniority: Mid-level Categories: Executive-Assistant, Medical-Executive-Assistant, Administrative-Assistant, Medical-Office-Assistant, Office-Coordinator, Medical-Administrative-Assistant, Medical-Administrative-Coordinator, Medical-Office-Administrator, Healthcare-Administrative-Assistant, Medical-Admin, Medical-Administrative-Support Job functions: Human Resources Timezone restrictions: 8