We are seeking an exceptionally organized, proactive, and dependable Virtual Executive Assistant (EA) & Operations Coordinator to serve as the high-level "right hand" to our Practice Leader, Pam. In this dual executive and personal support role, you will manage executive calendars, prioritize communications, coordinate team workflows, and take complete ownership of administrative projects to eliminate decision fatigue.
A critical near-term priority for this position includes managing operational logistics and executing manual patient data migration as our practice transitions from Elation EMR to Dakota Health (which also serves as our primary VoIP communication platform). The ideal candidate is a resourceful, self-directed professional who anticipates needs before being asked, communicates with polish and warmth, and thrives in an autonomous functional medicine environment.
Working Environment & Core Schedule
- Role Title: Executive Assistant – Functional Medicine
- Practice Specialty: Functional Medicine & Holistic Health
- Status: Full-Time (40 Hours / Week)
- Schedule: Monday – Friday, 9:00 AM – 5:00 PM EST (Eastern Standard Time)
- Core Technology Stack: Elation EMR (Legacy), Dakota Health (New EMR & Integrated VoIP), Google Workspace / Microsoft 365, Project Management Tools
- Special Project Focus: Manual EMR Data Migration (Elation to Dakota Health)
Top 3 Daily Responsibilities
- Executive & Administrative Support: Manage Pam’s calendar, prioritize inbox communications, coordinate meetings, and systematically track outstanding administrative action items through completion.
- Practice & Team Coordination: Facilitate daily communication across practice staff (Office Manager, Providers, and VAs), monitor delegated tasks, and manage data entry and team logistics during the Dakota Health EMR transition.
- Proactive Personal & Professional Support: Act as Pam's proactive remote right-hand—researching vendors, coordinating travel/purchases, handling remote errands, and solving problems independently to minimize executive workload.
Core Responsibilities
- Calendar & Communication Ownership: Oversee complex scheduling, optimize executive daily timelines, draft correspondence, and maintain clean, organized inboxes across Gmail/Google Workspace or Outlook.
- EMR Data Migration & System Support: Carefully audit and manually migrate patient records, charts, and administrative data from Elation EMR over to Dakota Health, ensuring zero data loss and maintaining absolute HIPAA compliance.
- Team Task Oversight: Monitor cross-functional projects delegated to virtual assistants and clinic staff, acting as a "second set of eyes" to verify deadlines and quality standards.
- Remote Personal Assistant Duties: Research, vet, and coordinate remote vendors, manage personal/professional travel arrangements, handle procurement requests, and organize personal logistics for Pam.
- Document & Report Preparation: Draft clean spreadsheets, presentation materials, meeting summaries, and standardized operating procedures (SOPs).
- Vendor & VoIP Management: Utilize Dakota Health's integrated VoIP system to manage practice communication rules, routing, and vendor connections.
Requirements
- Executive Assistant Experience: Proven background supporting executive leadership, practice founders, or medical directors in an EA, PA, or Operations Coordinator capacity.
- Healthcare & EMR Literacy: Prior experience working within a U.S. healthcare environment with hands-on familiarity navigating EMR systems (Elation EMR and/or Dakota Health experience is a major advantage).
- Data Migration & Detail Focus: High accuracy and meticulous attention to detail required for auditing and manually migrating patient charts and clinical files between systems.
- Proactive Self-Starter Mindset: Demonstrated ability to anticipate executive needs, manage multiple priorities independently, and execute projects without constant supervision or hand-holding.
- English Fluency: Flawless, polished, and warm written and verbal English communication skills.
- HIPAA Compliance & Discretion: Strict adherence to HIPAA regulations and absolute confidentiality when handling protected health information (PHI) and executive personal data.
- Remote Workspace Setup: Dedicated, quiet, HIPAA-compliant home office equipped with a high-performance computer (PC/Mac), high-speed primary internet, backup power/internet solutions, and a noise-canceling headset.
Preferred Qualifications
- Background or experience supporting a Functional Medicine, Naturopathic, or Integrative Health practice.
- Experience with VoIP telephony management and EMR platform transitions.
Ideal Candidate Profile
You are a sharp, empathetic, and exceptionally organized Virtual EA who takes pride in making life easier for the leader you support. You navigate software platforms with ease, handle confidential data with precision during EMR transitions, and operate as a trusted, proactive partner every single day.
