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Medical Administrative Assistant

Irvine, CA 92614

Posted: 02/10/2026 Job Titles: CORP - Executive Support Job Number: 5687 Pay Rate: 125,000

Job Description


Medical Administrative Assistant – Family Office

A rare opportunity to combine medical expertise with executive-level support in a private family office serving Ultra-High-Net-Worth (UHNW) individuals and families. This role sits at the intersection of healthcare coordination, discretion, and white-glove service.
The Role
You’ll manage complex medical scheduling, surgical coordination, insurance authorizations, and sensitive documentation while serving as a trusted liaison between physicians, specialists, insurance providers, and family office leadership. This position operates in a high-trust environment and requires exceptional judgment, confidentiality, and emotional intelligence.
Key Responsibilities

  • Coordinate high-volume clinical, academic, and administrative calendars

  • Schedule surgeries and ancillary care; manage pre-op logistics and authorizations

  • Maintain HIPAA-compliant medical records and time-sensitive documentation

  • Triage communications and prioritize urgent medical matters

  • Provide executive-level administrative support within a single- or multi-family office

  • Handle financial admin tasks including invoices, expenses, and reimbursements
Required

  • Direct experience in a single-family or multi-family office (family business experience not accepted)

  • Experience supporting UHNW individuals or families

  • Background in medical administration, healthcare coordination, or executive support

  • Strong knowledge of medical terminology, insurance processes, and clinical workflows

  • Exceptional discretion and ability to manage competing priorities independently
Preferred

  • Experience with complex or ongoing medical care

  • Familiarity with concierge or private healthcare networks

  • Executive Assistant–level organizational skills

  • Proficiency with EHR systems and standard office technology

Work Environment: In-office, high-discretion family office setting; occasional after-hours availability required.

Job Requirements

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Meet Your Recruiter

Erin Cooper
Client Solutions Manager

Erin Cooper is a seasoned recruiter with over a decade of experience in executive search and interim placements. She specializes in placing elite executive support professionals with a focus on C-Suite assistants and office managers. Her experience spans multiple industries – including professional services, private equity, family office, legal, manufacturing, and biotech.

Erin’s early career experience in Big Four public accounting gave her a deep understanding of business processes and operations. She uses this knowledge in her recruiting process to quickly and accurately assess client needs and candidate qualifications to ensure a perfect match. Erin is widely known for delivering best-in-class talent that understands their executive partner’s strategy and acts as a force multiplier, effectively managing details to support that vision.

Erin is an alumna of California State University at Dominguez Hills. On the weekends, she enjoys watching classic black-and-white films with her cocker spaniel, Max.

 

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