Job Description
Administrative Assistant / Executive Assistant (Medical & Academic) Schedule: Monday–Friday, 8:00 a.m.–4:30 p.m. Work Environment: Business Professional Job Summary The Administrative Assistant provides high‑level administrative support to physicians and departmental leadership in a fast‑paced medical and academic environment. This role is responsible for complex scheduling, correspondence management (including legal documentation), transcription, and coordination of clinical, academic, and legal activities while maintaining professionalism, confidentiality, and attention to detail. Essential Duties And Responsibilities Manage physician calendars, including scheduling lectures, meetings, and surgical postings; proactively identify and resolve scheduling conflicts. Support clinic operations by answering incoming calls, scheduling appointments, and collecting demographic information for entry into the Electronic Health Record (EHR). Review, edit, and proof physician electronic dictations and office notes; fax completed notes to referring providers. Transcribe physician letters using dictaphone format and proof for grammar, accuracy, and punctuation. Open, distribute, and manage incoming and outgoing mail and correspondence, including subpoenas. Manage legal matters related to pending court cases, including coordinating depositions and court appearances. Prepare and format all PowerPoint presentations. Assist with manuscripts and journal articles as needed. Support surgery scheduling as needed. Coordinate all travel arrangements and process travel reimbursements through Chrome River. Serve as backup administrative support for adjacent faculty. Perform other duties as assigned. Additional Skills & Qualifications Preferred experience supporting an executive in a medical or academic environment. Exceptionally detail‑oriented with strong organizational skills. Ability to pivot quickly and manage competing priorities. Anticipates leadership needs and works proactively. Strong task‑management and follow‑through skills. Receptive to feedback and able to handle constructive criticism professionally. Job Type & Location This is a Contract to Hire position based out of Norfolk, VA. Pay And Benefits The pay range for this position is $22.00 - $23.00/hr. Requirements Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Norfolk,VA. Application Deadline This position is anticipated to close on May 15, 2026. About TEKsystems We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company. The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. About TEKsystems And TEKsystems Global Services We’re a leading provider of business and technology services. We accelerate business transformation for our customers. Our expertise in strategy, design, execution and operations unlocks business value through a range of solutions. We’re a team of 80,000 strong, working with over 6,000 customers, including 80% of the Fortune 500 across North America, Europe and Asia, who partner with us for our scale, full-stack capabilities and speed. We’re strategic thinkers, hands-on collaborators, helping customers capitalize on change and master the momentum of technology. We’re building tomorrow by delivering business outcomes and making positive impacts in our global communit