Executive Assistant (Job ID: BLEJAZ1EA)

🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant! 🌟

Are you a forward-thinking, operationally sharp professional looking to serve as the strategic right hand to a visionary leader? We are seeking an exceptional Executive Assistant to streamline operational chaos and manage key stakeholders across healthcare, real estate, and new business ventures!

🚨 IMPORTANT - 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 whole shift. 🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

📋 Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: BLEJAZ1EA

• Industry: Medical

• Location: LATAM / South Africa

• Job Status: Full Time

• Work Schedule: Monday to Friday, 9:00 AM to 6:00 PM (EST)

• Salary: $2000 to $2500 per month

• Target Start Date: ASAP

🏢 About the Client

Our client is a high-growth entrepreneur and healthcare founder based in New Jersey (EST) who leads a multi-specialty medical practice spanning pain management, chiropractic care, physical therapy, and orthopedics. Beyond healthcare operations, he manages an expanding real estate portfolio of 9 rental properties, an active commercial construction project, and the upcoming launch of a high-end Med Spa. Operating across multiple high-stakes ventures, he requires a sharp, adaptable administrative anchor to streamline operational chaos, manage key stakeholders, and free up critical bandwidth for strategic growth.

💼 About the Role

As the founder’s first dedicated Executive Assistant, you will play a central role in driving structure across healthcare, real estate, and new business ventures. This is not a passive task-managing role—you will actively optimize workflows, untangle administrative bottlenecks, and establish delegation systems from the ground up. If you thrive on variety, balance high-level oversight with fine-detail execution, and take pride in keeping multi-faceted projects moving seamlessly, this position offers an extraordinary opportunity to shape an executive's daily operations.

🎯 Key Responsibilities

💰 Financial & Real Estate Support

• Bookkeeper Liaison: Assist with organizing and compiling monthly bank and credit card statements across business accounts, serving as the daily point of contact for the external bookkeeping team.

• Basic Financial Entry: Perform light data entry in QuickBooks using designated user permissions.

• Property Tracking: Maintain organized operational spreadsheets to track updates for a 9-property rental portfolio.

📧 Inbox, Admin & Operations

• Inbox Triage: Monitor incoming emails, highlight urgent items, and draft preliminary responses for the founder's review.

• Administrative Operations: Assist with back-office paperwork, digital document distribution, and operational follow-ups.

• Communications: Handle vendor outreach via business VoIP softphone, email, or messaging apps.

🚀 Vendor Coordination & New Projects

• Project Support: Help research and vet third-party vendors (e.g., marketing/SEO agencies for the new Med Spa launch).

• Meeting Summaries: Sit in on vendor discovery calls to record key takeaways, take meeting notes, and summarize action items.

• System Migration: Assist with initial data entry and setup during the ongoing transition to the ModMed EHR system.

✈️ Travel & Personal Logistics

• Travel Coordination: Manage monthly travel logistics (flights, hotels, and itineraries) for regular work trips.

• Personal Support: Assist with occasional personal administrative tasks to keep the founder’s schedule running seamlessly.

🤖 SOPs, AI & Daily Alignment

• SOP Creation: Document step-by-step processes for daily workflows to build a clear internal knowledge base.

• AI Productivity: Leverage AI tools (such as Claude or ChatGPT) to help troubleshoot daily workflows, automate routine tasks, and improve overall efficiency.

✅ Qualifications, Skills & Requirements

⭐ Core Requirements:

• Executive Support Experience: Proven track record as an Executive Assistant, Operations Assistant, or right-hand partner supporting busy business owners or executives.

• Communication Skills: Exceptional written and spoken English skills with clear, professional articulation across phone, email, and messaging platforms. (Bilingual Spanish is a plus!)

• Tech & Spreadsheet Savvy: Proficiency with Microsoft Office (Excel & Word) and Gmail, basic familiarity with QuickBooks (or willingness to learn), and comfort using modern tools (VoIP softphones, video conferencing, AI tools like Claude).

• Self-Starter Mindset: Proactive, solutions-oriented, and comfortable taking ownership of tasks to free up executive time.

• Discretion & Trust: High level of integrity when handling confidential business, financial, and personal information.

🌟 Nice-to-Haves:

• Medical Background: Previous medical experience or medical industry knowledge would be very beneficial.

🚀 Submit your application today and take the first step toward your next great opportunity!

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