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C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR ENTIRE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.
JOB TITLE: Executive Assistant
JOB ID: ALIKYL1
INDUSTRY: Medical
LOCATION: Remote (LATAM / South Africa)
JOB STATUS: Part Time (Possible transition to Full Time)
WORK SCHEDULE: Monday to Friday | 9:00 AM – 1:00 PM PST (Flexible)
SALARY: $7 – $9 USD per hour
TARGET START DATE: ASAP
⚠️ PLEASE NOTE: This is a high-impact support role requiring strong ownership, initiative, and the ability to bring structure to a fast-growing business. We are looking for someone who is proactive, detail-oriented, and comfortable managing both operations and executive priorities.
ROLE OVERVIEW
About the Client:
The client is a visionary founder of a growing mental health therapy practice transitioning from a solo operation into a structured group practice. With new therapists joining and a physical office expansion underway, the business is entering a critical growth phase. This role is designed for a “Right Hand” professional who can transform ideas into organized systems and provide strategic support to a fast-moving CEO.
About the Role:
This is more than a traditional Executive Assistant role—it is the operational backbone of a healthcare practice. You will bring order to financial processes, streamline clinical workflows using AI, and build scalable systems for long-term growth.
The ideal candidate is a confident self-starter who can “manage up,” take ownership of complex priorities, and implement structure in a fast-paced, evolving environment.
KEY RESPONSIBILITIES
1. Financial & Business Operations (High Priority)
Organize finances across multiple accounts, track expenses, and maintain a clear budget
Manage cash flow and ensure financial data is accurate and actionable
Coordinate with tax professionals to ensure timely filings and compliance
Create and document workflows using Loom and similar tools to build SOPs
Support onboarding of new therapists and coordinate office expansion logistics
2. Clinical Administration & AI Integration
Use AI tools (ChatGPT, Claude) to process and input clinical notes into EHR systems
Manage referral pipelines and handle insurance-related inquiries
Ensure a seamless patient onboarding and scheduling experience
Maintain and organize electronic documents, records, and receipts
3. Executive Support & Lifestyle Management
Manage a high-volume task list and prioritize effectively
Identify workflow inefficiencies and implement tech-driven solutions
Coordinate end-to-end travel logistics (flights, accommodations, transportation)
Support the founder in focusing on high-level strategy and patient care
QUALIFICATIONS & SKILLS
Communication & Emotional Intelligence
Strong English communication skills (written and verbal)
High empathy and professionalism when dealing with mental health clients
Ability to handle sensitive conversations and resolve conflicts calmly
Confident personality with the ability to “manage up” and take initiative
Financial & Data Literacy
Experience managing budgets, expenses, and financial organization
Ability to track key metrics such as sales data and marketing performance (e.g., ROAS)
Comfortable handling billing, invoices, and payment tracking
Technical Proficiency
Advanced use of AI tools like ChatGPT and Claude
Experience with EHR systems (Jane, Alma, SimplePractice, Headway, etc.)
Proficiency in Google Workspace and Loom for documentation
Compliance & Operational Mindset
Understanding of HIPAA and handling sensitive patient data
Strong problem-solving skills with a proactive mindset
Ability to assist with marketing tasks such as local SEO and social media updates
Excellent organizational and project management skills
WHY JOIN?
Be a Key Player:
Work directly with a founder and play a critical role in scaling a healthcare business
Build Systems That Matter:
Create structure and processes that will shape the future of the practice
Growth Opportunity:
Potential to transition into a full-time leadership support role as the company expands
✨ Join a growing network of exceptional remote professionals
Submit your application today and be part of a meaningful, high-impact opportunity!
Apply To This Job