Experienced Medical Personal Assistant Required for Heart Surgeon

I am a busy heart surgeon in a University setting and run a research lab, with many clinical trials, write many grants and manuscripts. I have 2 startup companies and collaborating with many national and international colleagues. I also have 4 kids, travel on vacations that need planning and and need to find a balance.

I am looking to find an experienced virtual personal assistant who is able to focus on me, call me each day and frankly be my right hand. I am willing to get to know this person over 60 days. I will be able to go through a daily SOP with you during the first interview. I anticipate creating a team to cater for my personal, research, business and family life. This is something that I would like the individual to think about at the outset as we will need to eventually cherry pick th best to create a virtual team to create a MEDICAL VIRTUAL ASSISTANCE Service at 3 levels which I believe exists in the market today.

Below is a description of who I need, what the task levels are and examples of what can be Upgrade to see actual infondidate sourcing for personal assistant roles would likely be dedicated assistants that have C suite level support experience. Those folks will have the logistics strategy, project management and overall personality communication and articulation needed to be a point person for clients, particularly physicians and university researchers. They will also work independently and should be used to a high volume of production and work load. And the stress that comes with it. And they should also be used to tracking things like medical associations, conferences, registrations for medical board licenses. I would expect involvement that falls into other Categories that aren’t strictly clinical, but are relevant to the bigger picture eg biotech startups etc.

They should also able to work with nearly everyone. And will be open to doing things in a way that a client is comfortable with. They must be open and easily adapt to custom fit style to clients/physicians-scientists. That will be a big key to successful support.

They don’t need to be managed and if they’re invested and know the person they are supporting they should be able to function fluidly along with their client. A client won’t really have to ask about the needs which should be anticipated and everything should be seen through to completion.

Important to know about time tracking, timetracking software, timeliness of projects and feedback.

Outsourcing Task List

Basic Scope of Work:
Plus additional tasks as needed

Concierge Level
> Travel - hotel
> Online shopping
> Web searches
> Email tasks
> Email management & priority lists (Apple Mail: 3 main accounts: Clinical, Business, Personal)
> Omnifocus use and familiarity

Executive Assistant level
> +PowerPoint presentations - clinical and research
> Web page management
> Social media management
> Searching for conferences
> Abstract due dates
> Update CV
> Apple/Evernote/Omnifocus ecosystem management (Reminders, Calendar, Notes, Mail)
> Time management
> Team management
> Liase with medical writer
> Omnifocus use and familiarity

Research services level
> Literature reviews - pubmed
> Identifying research journals that we could be sending things to
> Updating impact factor list
> Writing cover letters for journal submissions
> Edit and format journals
> Manuscript management
> Abstract submissions
> Proof read Manuscript submissions
> Proof read Grant submissions
> Apple Notes/Evernote monitoring and team management
> Grant administration work (experience with the workflow of grants)

I am looking for an experienced right hand, who is a strong personality and able to be proactive to execute on items (after a while) while I am operating or traveling. I am looking for someone I can trust and who can trust me. I am looking to you to see if you would be interested. Trial tasks x3 will be given after an interview; each task will take no longer than 10 minutes of time each. Kindly let me know if you are willing to do this and if you have references I would like to review and respond.

Thank you
Zain Khalpey