Bilingual Executive Assistant – Healthcare, Telehealth Operations
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Job Description
Bilingual Executive Assistant managing healthcare operations and patient coordination in telehealth practice. Requires organizational skills and telehealth management experience.
Responsibilities:
- Manage executive calendars, inboxes, appointments, and scheduling priorities
- Track projects, deadlines, action items, and business initiatives
- Organize operational workflows and ensure tasks are completed on time
- Follow up with leadership regarding outstanding priorities and commitments
- Create schedules, templates, tracking systems, and operational documentation
- Support business launch initiatives and ongoing operational growth
- Coordinate communication with marketing vendors and external partners
- Answer incoming calls and respond to scheduling inquiries
- Schedule appointments and manage calendar workflows
- Assist patients with administrative questions and appointment coordination
- Process payment checks and assist with deposit tracking
- Provide professional and compassionate customer service
- Support front desk operations as patient volume grows
- Upload lab requisitions into the EMR system
- Process prescription faxes and administrative clinical paperwork
- Organize insurance forms and supporting documentation
- Track medication fulfillment and distribution workflows
- Maintain workflow sheets, patient tracking logs, and operational records
- Ensure documentation accuracy and quality control across administrative processes
- Assist with telehealth workflow coordination and patient management
- Support EMR documentation and healthcare administrative systems
- Help maintain efficient operational processes that support patient care delivery
- Coordinate between providers, patients, laboratories, pharmacies, and vendors when needed
Requirements:
- Previous experience as an Executive Assistant, Operations Coordinator, Practice Administrator, Healthcare Administrator, or similar role
- Exceptional organizational and time-management skills
- Strong project coordination and task management abilities
- Ability to work independently with minimal supervision
- Proactive mindset with strong follow-through and accountability
- Ability to anticipate needs and solve problems independently
- Telehealth management experience is required
- Previous healthcare administration experience strongly preferred
- Familiarity with healthcare workflows, patient coordination, and medical documentation
- HIPAA awareness and professionalism when handling protected health information
- Experience supporting medical practices, healthcare providers, or telehealth organizations
- Extensive EHR/EMR experience required
- Experience with Practice Fusion strongly preferred
- Experience with LabCorp workflows strongly preferred
- Comfortable learning and navigating multiple software systems
- Strong documentation accuracy and quality-control skills
- Excellent written and verbal English communication skills
- Strong phone etiquette and customer service skills
- Ability to communicate professionally with patients, providers, vendors, and business partners
- Strong interpersonal and relationship-building abilities
- English-Spanish bilingual skills are highly preferred but not required
- Candidates who can comfortably communicate with Spanish-speaking patients will be given strong consideration
- Must be proficient in speaking and writing English very clearly
- Must have relevant work experience
- Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
- Must be available for video meetings with your camera on (when needed)
- Reliable laptop or desktop computer.
- High-speed connection (minimum 25 Mbps).
- Noise-canceling headset.
- Webcam for virtual meetings.
- Quiet, professional environment.
Benefits:
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
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