Offer summary

Qualifications:

Excellent English communication skills with a professional phone presence., Strong technical aptitude with proficiency in video conferencing platforms, calendar management systems, and basic accounting software., Exceptional attention to detail and organizational skills, with experience managing complex calendars., Previous experience in healthcare or professional services is preferred..

Key responsibilities:

Serve as the primary calendar management expert for the CEO, coordinating complex scheduling across multiple business entities.

Process and distribute critical business documentation including contracts and payment information.

Coordinate travel arrangements and logistics for executive meetings and client programs.

Support scheduling and logistics for a team of 20+ professionals and assist with QuickBooks as needed.

Job description

This is a remote position.

Schedule:

40 hours/week, Monday to Friday 9am to 6pm EST with 1 hour of unpaid break
Client Timezone: Eastern Time (EST)

Client Overview

Join a dynamic healthcare technology and marketing organization that’s revolutionizing the wound care industry through innovative consulting, business development, and direct patient care solutions. This growing company operates multiple successful business units including a consulting practice, business development agency, and medical clinics. With a mission focused on helping people and improving patient outcomes, they maintain a fast-paced, family-oriented culture that values initiative, professionalism, and personal growth.

Job Description

As Administrative Operations Assistant, you’ll serve as the organizational backbone for a dynamic CEO and leadership team, directly impacting the efficiency and growth of multiple business units. This role offers unique exposure to healthcare technology, marketing, and medical practice operations while providing the opportunity to develop broad-ranging business skills. You’ll work in a collaborative environment where initiative is rewarded and professional growth is actively supported. The position offers competitive compensation, health benefits, and potential for permanent employment after demonstrating success.

Responsibilities

Serve as the primary calendar management expert for the CEO, coordinating complex scheduling across multiple business entities and time zones
Process and distribute critical business documentation including contracts, NDAs, and payment information
Coordinate travel arrangements and logistics for executive dinner programs and client meetings
Review and enhance professional presentations and client-facing materials
Manage new team member onboarding documentation and processes
Maintain organized digital filing systems across multiple platforms
Coordinate internal and external communications for the leadership team
Support scheduling and logistics for a team of 20+ professionals
Take initiative on process improvements and administrative efficiency
Assist with QuickBooks and other financial documentation as needed

Requirements

Excellent English communication skills with professional phone presence
Strong technical aptitude with proficiency in:
- Video conferencing platforms (Zoom)
- Calendar management systems (Google Calendar)
- Basic accounting software (QuickBooks)
- Microsoft Office suite (especially PowerPoint)
Demonstrated ability to work autonomously and take initiative
Exceptional attention to detail and organizational skills
Experience managing complex calendars and scheduling
Ability to maintain composure in a fast-paced environment
Professional demeanor and strong service orientation
Comfort working with multiple stakeholders and priorities
Ability to work US Eastern time zone business hours
Respect for and comfort working within a faith-based company culture
Previous experience in healthcare or professional services preferred