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! Apply To This Job