Executive Administrative Assistant

This is a remote position.

Our client is looking for a Full-Time Executive Administrative Assistant to provide high-level administrative and operational support to a dynamic healthcare organization. Over the past few years, they have grown into a respected multi-entity company within the U.S. healthcare industry, recognized for their innovative approach to clinical laboratory operations, home health services, and patient-centered care solutions.

This role is ideal for a resourceful, dependable, and detail-oriented professional who thrives in a fast-paced, entrepreneurial environment. The selected candidate will oversee a broad range of administrative functions—supporting business operations, sales, marketing, compliance, and customer service—while ensuring communication flows seamlessly across all teams.

Responsibilities

• Coordinate and confirm daily lab pickups for healthcare accounts and service providers.
  

• Respond promptly to customer inquiries by phone, email, or text—addressing pickup requests, result updates, and supply needs.
  

• Organize and maintain compliance documentation, including signature-on-file forms and account verifications.
  

• Manage travel bookings, hotel arrangements, and meeting schedules for executives and staff.
  

• Provide comprehensive administrative assistance to management and the sales team.
  

• Maintain and update CRM systems with accurate sales prospects, lead details, and contact information.
  

• Assist with outreach—contacting leads, scheduling meetings, and following up on proposals.
  

• Support in preparing proformas, pricing quotes, and informational materials for clients and partners.
  

• Liaise with vendors and partners to coordinate product deliveries, resolve account inquiries, and manage logistics.
  

• Collaborate on marketing initiatives, including the creation of flyers, presentations, and digital content.
  

• Coordinate educational event invitations and outreach campaigns for target audiences.
  

• Serve as the first point of contact for client communications, ensuring prompt and professional responses.
  

• Manage case inquiries from healthcare partners, providing timely updates and documentation.
  

• Track expenses, receipts, invoices, and reimbursements; assist with basic bookkeeping and accounting support.
  

• Coordinate with phlebotomy teams for on-site sample collection and confirm related logistics.
  

• Ensure smooth coordination across departments to maintain high service standards and operational efficiency.
  

Requirements

• Proven background in administrative, executive, or operational support roles.
  

• Exceptional written and verbal communication skills in English (Spanish is a plus).
  

• Highly organized, with excellent multitasking and prioritization abilities.
  

• Proficiency in Google Workspace, Excel, and task management platforms (e.g., Monday.com, Slack).
  

• Ability to adapt quickly, learn new systems, and handle confidential information with professionalism.
  

• Comfortable working in a healthcare-related setting and coordinating with clinicians, labs, and vendors.
  

• Available for extended communication hours only when necessary (SMS - Phone calls).
  

Qualifications

• Minimum of 3 years in administrative, operations, or executive assistant roles.
  

• Familiarity with CRM tools, email marketing platforms, and light design applications (e.g., Canva, PowerPoint).
  

• Experience managing multiple projects simultaneously in a remote environment.
  

• Strong interpersonal and problem-solving skills, with a proactive and entrepreneurial mindset.
  

• Excellent attention to detail, time management, and follow-up discipline.
  

• Comfortable balancing day-to-day execution with long-term organizational planning.
  

Benefits