Executive Assistant (Job ID: ALIKYL1)

May 12, 2026

📽️ WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED: <a href="https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0">https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0</a>🇬🇧 C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR ENTIRE SHIFT.🎤 PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.🚀 JOB TITLE: Executive Assistant 🆔 JOB ID: ALIKYL1 🏭 INDUSTRY: Medical 📍 LOCATION: Remote (LATAM / South Africa) 💼 JOB STATUS: Part Time (Possible transition to Full Time) 🕒 WORK SCHEDULE: Monday to Friday | 9:00 AM – 1:00 PM PST (Flexible) 💵 SALARY: $7 – $9 USD per hour 📅 TARGET START DATE: ASAP⚠️ PLEASE NOTE: This is a high-impact support role requiring strong ownership, initiative, and the ability to bring structure to a fast-growing business. We are looking for someone who is proactive, detail-oriented, and comfortable managing both operations and executive priorities.<hr><h3>ROLE OVERVIEW</h3>About the Client: The client is a visionary founder of a growing mental health therapy practice transitioning from a solo operation into a structured group practice. With new therapists joining and a physical office expansion underway, the business is entering a critical growth phase. This role is designed for a “Right Hand” professional who can transform ideas into organized systems and provide strategic support to a fast-moving CEO.About the Role: This is more than a traditional Executive Assistant role—it is the operational backbone of a healthcare practice. You will bring order to financial processes, streamline clinical workflows using AI, and build scalable systems for long-term growth.The ideal candidate is a confident self-starter who can “manage up,” take ownership of complex priorities, and implement structure in a fast-paced, evolving environment.<hr><h3>KEY RESPONSIBILITIES</h3>1. Financial & Business Operations (High Priority)<ul><li>Organize finances across multiple accounts, track expenses, and maintain a clear budget</li><li>Manage cash flow and ensure financial data is accurate and actionable</li><li>Coordinate with tax professionals to ensure timely filings and compliance</li><li>Create and document workflows using Loom and similar tools to build SOPs</li><li>Support onboarding of new therapists and coordinate office expansion logistics</li></ul>2. Clinical Administration & AI Integration<ul><li>Use AI tools (ChatGPT, Claude) to process and input clinical notes into EHR systems</li><li>Manage referral pipelines and handle insurance-related inquiries</li><li>Ensure a seamless patient onboarding and scheduling experience</li><li>Maintain and organize electronic documents, records, and receipts</li></ul>3. Executive Support & Lifestyle Management<ul><li>Manage a high-volume task list and prioritize effectively</li><li>Identify workflow inefficiencies and implement tech-driven solutions</li><li>Coordinate end-to-end travel logistics (flights, accommodations, transportation)</li><li>Support the founder in focusing on high-level strategy and patient care</li></ul><hr><h3>QUALIFICATIONS & SKILLS</h3>Communication & Emotional Intelligence<ul><li>Strong English communication skills (written and verbal)</li><li>High empathy and professionalism when dealing with mental health clients</li><li>Ability to handle sensitive conversations and resolve conflicts calmly</li><li>Confident personality with the ability to “manage up” and take initiative</li></ul>Financial & Data Literacy<ul><li>Experience managing budgets, expenses, and financial organization</li><li>Ability to track key metrics such as sales data and marketing performance (e.g., ROAS)</li><li>Comfortable handling billing, invoices, and payment tracking</li></ul>Technical Proficiency<ul><li>Advanced use of AI tools like ChatGPT and Claude</li><li>Experience with EHR systems (Jane, Alma, SimplePractice, Headway, etc.)</li><li>Proficiency in Google Workspace and Loom for documentation</li></ul>Compliance & Operational Mindset<ul><li>Understanding of HIPAA and handling sensitive patient data</li><li>Strong problem-solving skills with a proactive mindset</li><li>Ability to assist with marketing tasks such as local SEO and social media updates</li><li>Excellent organizational and project management skills</li></ul><hr><h3>WHY JOIN?</h3>Be a Key Player: Work directly with a founder and play a critical role in scaling a healthcare businessBuild Systems That Matter: Create structure and processes that will shape the future of the practiceGrowth Opportunity: Potential to transition into a full-time leadership support role as the company expands<hr>✨ Join a growing network of exceptional remote professionals 📩 Submit your application today and be part of a meaningful, high-impact opportunity!

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Executive Assistant (Job ID: ALIKYL1)

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