Executive Assistant

Part-Time Executive Assistant Job Description - Sherman Oaks, CA Area

About Us

Tower Imaging Medical Group has been a trusted name in diagnostic and interventional radiology since 1979. With decades of growth, our fellowship-trained radiologists operate across multiple centers and hospitals throughout Southern California, bringing hospital-level care into outpatient environments.

We are physician-led and managed, governed by a board of directors that ensures strategic leadership while preserving clinical autonomy. Our full-service imaging suite includes X-ray, CT, MRI, PET/CT, ultrasound, mammography, and advanced interventional radiology—all supported by state-of-the-art technology and compassionate care teams.

At Tower Imaging, collaboration is key: we work closely with referring physicians to support accurate diagnoses and optimal patient outcomes. Whether you're a specialist radiologist or part of our clinical support staff, you're joining a group deeply committed to innovation, excellence, and patient-first service.

Position Summary

Assist President/CEO and Board of Directors on corporate and general business matters which include distribution of minutes, bylaws and amendments, administrative contact for independent group contracts on setup requirements, insurance and obtaining certificates, and provider information/physician licensure; work with counsel on corporate related matters, such as agreements, new physician deal memorandums and agreements, stock issues, and Medical Board of California filings.

Conduct annual President and Board of Directors Elections, coordinate all aspects of process; schedule, notifications, ballots & proxies, position statements. Coordinate the process for recruiting, hiring and termination of physicians for the group.

Please Note: This role will require in-office work 2 to 3 days per week (potentially more as requested/needed).

Essential Duties and Responsibilities

• Provide a full range of administrative and operations duties reporting to the President/CEO and CFO, including maintaining appointment scheduling and coordinating travel arrangements.
• Manage process for hiring new physicians including recruiting, personnel onboarding, hospital appointments, payor contract credentialing and insurance coverage for professional liability.
• Liaise with Medical Staff Offices on physician hospital appointment and reappointments, as well as maintaining up to date credentials.
• Contact person for billing company to provide any and all elements required to credential physicians/group and keep updated.
• Regularly coordinating signature requests for routing and execution of company contracts and agreements and various miscellaneous items.
• Routing patient phone calls that come through Administration
• Handle all requests for credentialing verification and special account handling.
• Assist with special projects for the CEO and CFO as needed.
• Maintain files on malpractice cases and keep current physicians' case histories.
• Coordinate with carriers regarding all matters related to Letters of Intent or Summons and Complaints received by physician. Including working with broker on regular basis to handle ongoing malpractice issues.
• Responsible for working with insurance brokers in preparing applications annually to obtain competitive bids on all policy renewals; submit analysis to President/BOD for approval.
• Oversee and maintain insurance requirements, including but not limited to property & casualty, comprehensive and professional liability, workers compensation, and employee benefits package, such as participation in POP plan, disability package, directors and officers coverage and fiduciary liability coverage.
• Coordinate benefits packages, work with brokers on renewals and open enrollment and satisfy any requests in relation to benefits coverage for staff.
• Maintain and prepare reports for all sites as needed for annual inspections.
• Attend monthly LLC meetings, record, and prepare minutes and maintain permanent records at facility and Administrative Offices; maintain manual updates, policy & procedure notebooks; keep current physician licensure records, continuing medical education and administer site compliance program.
• Work with management on compliance programs at all sites, including harassment training, risk management, HIPAA and compliance training for physicians and management/supervisory staff.
• Coordinate company-wide events including annual meetings and conventions attended by the physicians and staff.
• Provide administrative support with all shareholder actions and measures to ensure approved processes are followed.

Education, Experience and Skills

• Education – High school diploma required; prefer college or equivalent education and experience in an administrative support role - required.
• Work Experience – 3 years of executive level administrative support experience - required.
• Equipment – Uses front office equipment such as computer terminals, copiers and fax machines; accurate data entry and keyboard use.
• Computer Skills – Microsoft Office; Standard office computer skills.

Physical Requirements

• Frequent standing, walking, and sitting; occasional bending, stooping, kneeling, crouching or crawling.
• Hand and finger mobility for use of reaching and manipulating keyboards and other business equipment.
• Occasional lifting of materials weighing up to 25 pounds.
• Able to drive and have use of personal vehicle and auto insurance.

Work Environment

• Equipment worked with includes moving mechanical parts, computer stations, office and medical equipment.
• Exposure to potential hazards: potential infectious agents, fumes or airborne particles, cleaning chemicals, radiation-emitting devices, contaminated needles/injection devices.

Additional Information

• Must be willing to work overtime when requested and authorized.
• Must be willing to travel to off-site work meetings, trainings and events, if requested.
• Drives personal car on business and maintains a driving record meeting Company’s requirements; maintains personal car insurance.
• Responsible for completion of continuing education credits sufficient to retain current licensure, when relevant.

Equal Employment Opportunity Statement

Tower Medical Management and all affiliate companies and entities are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, veteran status, or any other protected status under applicable federal, state, or local laws.