Offer summary

Qualifications:

Minimum of 8 years supporting C-level executives in fast-paced environments., Bachelor’s degree preferred, but proven results are prioritized., Mastery of Microsoft Office, Google Workspace, and collaboration tools like Monday.com and Slack., Excellent written and verbal English communication skills. .

Key responsibilities:

Manage complex calendars and schedule meetings while prioritizing effectively.

Prepare and coordinate executive meetings, including agenda development and note-taking.

Track executive priorities and assist in managing projects across departments.

Act as a liaison between executives and stakeholders, ensuring effective communication.

Job description

Job Title: Executive Assistant

Position Type: Full-time, salaried, exempt

Compensation: TBD

Job Location: Remote (PH)

Company Overview

Theoria Medical is a comprehensive medical group and technology company dedicated to serving patients across the care continuum with an emphasis on post-acute care and primary care. Theoria serves facilities across the United States with a multitude of services to improve the quality of care delivered, refine facility processes, and enhance critical relationships. We offer a broad scope of services including multispecialty physician services, telemedicine, remote patient monitoring, and more. We currently operate primary care clinics and provide medical services to skilled nursing facilities in numerous states across the nation.

As a leading edge, innovative, and quality driven physician group, we continue to expand nationally. In pursuit of this, we continue to seek talented individuals to join our amazing team and care for our population. We wish to extend a warm welcome to all candidates interested in making a difference in healthcare delivery by joining the Theoria team

Theoria’s Executive Department is seeking individuals to join its team to provide assistance and support in daily activities. Theoria Medical is looking for a top-tier, no-nonsense Executive Assistant (EA) to support our executive leadership team. This is not your typical assistant role—we need a strategic thinker, a problem solver, and an operator who gets things done. You will be the right hand to leadership, managing high-stakes priorities, ensuring flawless execution, and keeping executives focused on driving the business forward.

If you can anticipate problems before they happen, manage high-pressure situations with finesse, and execute at the highest level, keep reading. If you’re looking for a basic admin job, this isn’t it.

Essential Functions & Responsibilities

Executive & Administrative Support

Manage complex calendars; schedule meetings, appointments, and travel, while anticipating conflicts and prioritizing effectively.
Prepare and coordinate executive meetings, including agenda development, materials preparation, note-taking, and action item tracking.
Draft, edit, and proofread internal and external communications, reports, presentations, and other business documents.
Maintain accurate digital records of contracts, business documents, and correspondence.

Project & Operations Coordination

Track executive priorities and ensure key deadlines and initiatives stay on schedule.
Assist in managing projects across departments by following up on action items and deliverables.
Conduct research and summarize findings to support executive decision-making.
Act as a liaison between executives and internal/external stakeholders, ensuring effective communication.

Requirements and Qualifications:

Experience: Minimum of 8 years supporting C-level executives in dynamic, fast-paced environments (experience with U.S. based or international companies strongly preferred).
Education: Bachelor’s degree preferred, though proven results and performance matter most.
Tech Proficiency: Mastery of Microsoft Office, Google Workspace, and productivity/collaboration tools such as Monday.com and Slack.
Strong Communication: Excellent written and verbal English skills, with the ability to draft executive-level communications.
Detail-Oriented: Deliver consistently accurate, polished work that doesn’t require second reviews.
Calm Under Pressure: Maintains professionalism in high-pressure, fast-moving environments.
Self-Starter: Takes initiative, anticipates needs, and completes tasks without needing micromanagement.
Highly Trustworthy: Handles confidential information with integrity and zero drama.
Strong Work Ethic: Willing to operate on a 24/7 mindset, aligning with U.S. business hours (EST).

Physical Requirements

Must be punctual or on time and adhere to the company's Time and Attendance policy.
Must be able to remain sitting for the majority of their shift.

Shift Structure

Monday-Friday 8am-5pm EST

Compensation and Benefits

2 rest days per week
13th month pay
Comprehensive HMO coverage

Employee must be able to perform the essential functions of this position satisfactorily, with or without a reasonable accommodation. Employer retains the right to change or assign other duties to this position.

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