Executive Assistant + Patient Logistics Coordinator

Executive Assistant & Patient Logistics Coordinator Chance + Co. | Charlottesville, VA Full-Time | On-Site Chance + Co., a boutique facial plastic surgery practice in Charlottesville, is looking for an exceptionally organized, resourceful, and proactive Executive Assistant & Patient Logistics Coordinator to support our growing leadership team. This is not a traditional executive assistant role and it is definitely not a traditional front-desk role. Our practice is growing quickly, and we are intentionally building a stronger leadership and departmental structure. We are looking for someone who can become the administrative right hand behind that growth. Some mornings, you may be organizing leadership priorities and responding to administrative messages. That afternoon, you might be coordinating a hotel for an out-of-town surgical patient, preparing materials for an upcoming consultation, running medication to a patient, sending a package, or making sure a project discussed in a leadership meeting actually gets finished. If you are the kind of person who hears “Can you take care of this?” and genuinely enjoys making the answer “Already done,” this may be a great fit. The Role: Our Executive Assistant serves as an administrative triage and execution resource for our Patient Care Coordinator, Dr. Elizabeth Chance, and other members of practice leadership. A major goal of this role is to allow our clinical and revenue-generating leaders to stay focused on the work only they can do. You will help absorb the administrative volume that comes with a busy surgical practice messages, scheduling, follow-up, patient logistics, errands, coordination, documentation, and special projects and make sure nothing falls through the cracks. What You'll DoTriage Communication: Our practice receives a significant volume of daily emails, texts, patient requests, and internal communication. You'll help: Review and organize administrative communication. Answer routine questions using approved information. Route clinical questions to our clinical team. Route detailed surgical, pricing, and consultation questions to our Patient Care Coordinator. Route aesthetic questions to our aesthetic team. Identify time-sensitive issues. Follow up on outstanding requests. Keep communication organized and documented. You do not have to know every answer. You do need to be excellent at figuring out who owns the answer and making sure it gets there. Support Leadership: Track projects and deadlines. Help manage calendars and scheduling logistics. Prepare meeting materials and agendas. Take notes and track action items. Follow up on delegated responsibilities. Draft routine correspondence. Coordinate meetings and interviews. Organize information for leadership. Help keep priorities from getting lost in busy days. Coordinate Surgical Patient Logistics: Our surgical patients frequently travel to Charlottesville from outside the area. You may help coordinate: Hotels and travel logistics. Caregiver information. Hyperbaric appointments and logistics. Recovery-related administrative needs. Patient welcome materials and surgery bags. Appointment reminders. Zoom links. Missing paperwork or records. Educational resources. Outside services and vendors. Patient deliveries. You will learn our surgical patient journey well, but you will not be responsible for providing clinical advice, making surgical recommendations, discussing complex medical questions, negotiating pricing, or processing payments. Be Willing to Get Away From the Desk: This is important. This position includes local errands. You may occasionally be asked to: Pick up prescriptions. Deliver medications or patient supplies. Run something to the hospital or hyperbaric chamber. Pick up lunch. Grab a birthday cake. Drop off a FedEx package. Purchase a last-minute supply. Deliver something to a recovering patient. If you strongly prefer a job where every responsibility happens from behind a desk, thi…

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