US Healthcare Executive Assistant to the VP - Remote

About Penbrothers

Penbrothers is an HR and remote talent management partner and one of the fastest-growing companies in the Philippines. We connect talented Filipinos to global opportunities with high-growth startups and dynamic companies, enabling them to build careers from the comfort of their own homes. We provide end-to-end support in recruitment, HR, payroll, compliance, and employee engagement - creating an environment where talent can thrive and global companies can grow.

About the Client

Our client is a multi-state ambulatory surgery center specializing in pediatric and special needs dentistry under general anesthesia. Their mission is to provide safe, compassionate, and efficient surgical care while creating a supportive environment for patients, families, and staff. To ensure quality care and regulatory compliance, we are seeking a detail-oriented Credentialing Specialist to join their growing team.

About the Role

The Executive Assistant to the Vice President of Clinical Operations provides high-level administrative and operational support across the organization’s multi-state network of Children's Surgery Centers. The EA ensures smooth coordination of communication, travel, compliance activities, and regulatory documentation for facilities in all stages of development—from site feasibility assessment through accreditation and certification. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment with minimal supervision.

What you’ll do

Communication and Administrative Support

• Monitor and manage incoming email communications for the VP, particularly correspondence from contractors, vendors, regulatory agencies, and clinical partners. Respond directly to routine inquiries and escalate issues requiring VP attention.

• Accept and route incoming calls for the VP, ensuring prompt and professional responses to internal and external stakeholders.

• Manage complex travel arrangements including air, hotel, and rental car reservations; handle last-minute itinerary changes as needed during working hours.

• Maintain the VP’s calendar, coordinate meetings across time zones, and ensure all necessary materials are prepared in advance.

• Interact, communicate, and coordinate the VP of Clinical Operations’ schedule with other corporate administrative leaders including other VPs, C-Suite Executives, and Regional Directors.

• Track and reconcile VP expense reports, travel receipts, and corporate credit card charges in alignment with company policies.

Regulatory and Accreditation Support

• Assist with the completion and submission of accreditation and licensing applications (AAAHC, ACHC, CMS, and state agencies).

• Support the preparation of Plans of Correction for accreditation or compliance surveys, ensuring timely and accurate responses.

• Coordinate data collection for QAPI audits, survey readiness activities, and Plans of Correction tracking.

• Maintain and update compliance management software (e.g., Surglogs), ensuring that all logs, policies, and records are current, complete, and ready for inspection.

• Review employee personnel files for survey readiness by identifying required documentation per the accrediting or regulatory body, verifying that all required elements are complete and accessible, and coordinating with Site Directors or HR to address deficiencies.

• Prepare regulatory documentation including cover letters, narratives, and supporting documents for state licensing or CMS certification packets.

• Maintain a “survey-ready” checklist for each facility, track outstanding items, and alert the VP of any at-risk locations.

Facility Development and Vendor Coordination

• Contact and coordinate with vendors, contractors, and service providers to establish new accounts, set up facility services, or resolve ongoing service issues.

• Maintain vendor contact lists, service agreements, and warranties for all facilities.

• Support the VP in managing project timelines for new facility openings and remodels, including document tracking, follow-up, and reporting status updates.

• Create, maintain, and update shared project folders, forms, and tracking tools in Google Workspace, Asana, Surglogs, or other assigned platforms.

• Track contract renewal dates for key clinical and operational vendors and alert the VP before expirations.

Additional Duties

• Record meeting minutes during clinical operations or compliance meetings and distribute summaries with assigned action items.

• Assist in maintaining the policy and procedure master list, ensuring that revisions and new policies are uploaded, signed, and distributed to applicable facilities.

• Act as a point of contact between the VP’s office and Site Directors, other administrative departments, and other various parties for updates and requests.

• Ensure secure handling and transmission of PHI, personnel, and survey-related data in compliance with HIPAA and company policy.

• Support special projects including research, cost comparisons, and data gathering for facility feasibility studies and project proposals.

• During survey or compliance emergencies, organize response documents, update correction trackers, and assist in communications with regulatory bodies.

• Perform other duties as assigned.