Executive Assistant (Job ID: ALIKYL1)

📽️ WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED:https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

🇬🇧 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!