Executive Assistant (Job ID: ALIKYL1)
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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!