Executive Assistant

ROLE SUMMARY

About The Company

Rios Center for Plastic Surgery is a premier aesthetic and reconstructive surgery practice based in Edinburg and McAllen, Texas. Founded by Dr. Luis M. Rios, Jr., a double board-certified plastic surgeon and past president of the Texas Society of Plastic Surgeons, the center is known for delivering high standards of patient care in a state-of-the-art, accredited surgical facility. The practice offers a comprehensive range of surgical and non-surgical aesthetic services, from advanced facelifts to med spa treatments, and serves as a training site for aesthetic surgery fellows and residents. Rios Center for Plastic Surgery is deeply committed to patient education, community ties, and maintaining a high-energy, respectful culture that prioritizes excellence and patient satisfaction.

About The Role

The Executive Assistant will serve as Dr. Rios's right hand, ensuring that his days run smoothly, decisions are supported with accurate information, and both personal and professional priorities stay on track. This is an in-office role that blends executive support, project coordination, and the operational rhythm needed to help a surgical practice center run effectively.

You will manage critical daily routines such as calendar and inbox oversight, schedule optimization, internal communications, travel planning, and household logistics, while also supporting larger company initiatives, event planning, and long term expansion projects.

This role is ideal for someone who brings structure, communicates with precision, can work in a fast phased environment, and is motivated by growth. The Executive Assistant will become a central partner in helping Dr. Rios execute on his vision, maintain focus, and accelerate both clinical and business initiatives.

This position is perfect for someone who:

Is flexible with their schedule and can adjust to changes based on surgery flow and daily clinic needs.

Has a strong service mindset and is comfortable supporting both personal and professional tasks.

Has a knack for planning, organizing, and managing projects from start to finish.

Communicates clearly and respectfully with staff, vendors, and external partners.

Proactively solves problems and takes action when something needs to get done.

ROLE RESPONSIBILITIES

Calendar & Email Management

Ensures Dr. Rios's day flows predictably and efficiently, with full visibility into priorities, commitments, and communication.

• Manage, organize, and optimize Dr. Rios's calendar with strong priority awareness.
• Maintain a structured scheduling system that supports both professional and personal commitments.
• Prepare daily agendas and briefing notes before Dr. Rios arrives at the clinic.
• Conduct beginning-of-day and end-of-day touchpoints to align on priorities and actionable items.
• Draft, review, and send email correspondence on behalf of Dr. Rios with accuracy and professionalism.
• Implement and maintain inbox triage systems that separate urgent, actionable, informational, and archival communication.
• Proactively resolve scheduling conflicts and coordinate with clinical, surgical, and administrative staff.
• Build and maintain SOPs for calendar management, including naming conventions, color coding, priorities, and scheduling rules.

Travel Planning

Supports efficient, well organized travel aligned with business priorities and personal preferences.

• Coordinate itineraries, flights, accommodations, ground transportation, and schedule alignment.
• Manage travel logistics proactively, including contingency plans and communication with event or conference hosts.
• Maintain Dr. Rios's travel preferences and ensure all arrangements reflect them accurately.
• Support real time travel coordination in case of delays, emergencies, or schedule changes.

Event Planning

Supports the planning and execution of internal, educational, and corporate events.

• Coordinate logistics for practice events, staff gatherings, trainings, and professional engagements.
• Work closely with internal leaders and clinical staff to ensure smooth execution.
• Manage RSVPs, vendor coordination, timelines, and event checklists.
• Assist in creative planning based on Dr. Rios's ideas and themes.
• Prepare agendas, materials, and follow up communications as needed.

Financial Monitoring

Supports financial organization and ensures visibility on expenses related to business and executive activities.

• Track expenses related to travel, operations, and executive needs.
• Prepare and reconcile monthly expense reports.
• Maintain accurate records and documentation for financial tracking.
• Support future revenue monitoring tasks as new dashboards and AI tools are implemented.

Operations & Project Support

Provides coordination and follow through on strategic and operational projects across the practice.

• Track ongoing initiatives, deadlines, and deliverables in (EOS system).
• Serve as the liaison between Dr. Rios and internal team members to ensure clear, timely follow up.
• Maintain SOP documentation and assist with systemization across departments.
• Create basic task breakdowns, timelines, and work structures for new initiatives.
• Assist with research, vendor communication, proposal comparison, and preparation of summaries for decision making.

Personal Support

Ensures Dr. Rios can stay focused, energized, and fully prepared throughout the day.

• Assist with personal scheduling, errands, and lifestyle logistics.
• Coordinate meal prep (breakfast, lunches) to support long surgical days.
• Support personal events such as weddings, family gatherings, and household logistics.
• Assist with managing home-related needs such as vendor coordination, repairs, and household logistics when needed, working alongside the existing house manager.
• Act as the point of coordination for home related vendors, repairs, or appointments.

Although the responsibilities outlined above will form the core focus of your role, please note that your hiring manager may assign additional relevant tasks as needed to align with the evolving objectives of your position and the overall goals of our business.

ROLE QUALIFICATIONS

Required Qualifications

• Proven experience as an Executive Assistant or in a similar high responsibility support role.
• Strong organizational and time management skills with the ability to manage shifting priorities.
• Experience managing complex calendars and high volume communication
• Exceptional written and verbal communication.
• High discretion in handling confidential information.
• Ability to work in-office in Edinburg/McAllen, Texas.
• Comfortable with a schedule aligned to surgical operations (early mornings, and late day calls).
• Willingness to occasionally support on weekends for emergencies or urgent items.
• Proactive mindset with strong follow through and ability to anticipate needs.
• Ability to manage both professional and personal tasks with equal professionalism.
• Reliable transportation and consistent attendance during clinic hours.

Preferred ("Nice-to-Have") Qualifications

• Experience working in a medical practice or healthcare environment.
• Familiarity with EMR (Electronic Medical Records) system management.
• Interest in healthcare, patient care, or the aesthetic surgery industry.
• Experience with documenting or maintaining SOPs.
• Familiarity with using simple data visualization tools.

ROLE SPECIFICATIONS

• Base Salary: $55,000 - $70,000 yearly salary, based on experience.
• Role type: Full-time.
• Location: In-Office, Edinburg/McAllen, Texas.
• Schedule:
• Monday to Friday, 7:00 AM to 4:00 PM (or according to clinic and surgery flow)
• Availability to conduct a daily end-of-day summary call with Dr. Rios in the late afternoon or early evening is required.
• Weekend availability for emergencies or urgent matters only.

Job Type: Full-time

Pay: $55, $70,000.00 per year

Work Location: In person