Executive Assistant
Employment Information
Report this job
Job expired or something wrong with this job?
Job Description
Virtual Executive Assistant supporting a clinical psychologist’s private practice, ocean expeditions, and app startup. Managing scheduling, logistics, project boards, communications, and administrative follow-through.
Responsibilities:
- Manage patient scheduling through SimplePractice and respond to patient texts and emails within 24 hours
- Provide warm, professional initial responses to patient, client and speaking enquiries
- Ensure clinical or expert advice is provided directly by the client
- Manage the client's calendar, reminders, personal tasks, appointments, refunds and outstanding to-dos
- Set up, organise and maintain monday.com across three businesses
- Contact charter contacts to secure vessels, assist with chef interviews and coordinate international expedition logistics
- Maintain the master expedition spreadsheet tracking guest flights, arrivals, departures and dietary requirements
- Provide accurate information while the client is travelling or working in the field
- Create and adapt trip presentations using Claude Design and existing templates
- Coordinate merchandise and branded items, checking logos, designs and branding before bulk production
- Track company formation, trademark correspondence and app development milestones
- Provide end-of-day updates on completed tasks, priorities and next steps
- Participate in short, frequent check-ins
Requirements:
- Confident daily use of AI tools, particularly ChatGPT, Claude and Claude Design
- Previous experience in a medical, therapy or private practice environment
- Strong experience building, structuring and maintaining monday.com project boards from scratch
- Advanced Google Sheets or Microsoft Excel skills
- Ability to handle sensitive patient information responsibly and exercise sound judgement
- Highly organised, proactive and detail-oriented; able to manage competing priorities and work independently
- Strong written communication skills, particularly via email and text
- Comfortable working in a fast-paced environment, receiving direct feedback and acting on it quickly
- Experience using SimplePractice or similar practice management software preferred; training can be provided
- HIPAA certification or willingness to complete a short HIPAA course during onboarding
- Eye for design and branding, including identifying incorrect logos, design inconsistencies or merchandise errors
- Communication primarily via email and text, with minimal phone-based work
- Comfortable working with a busy client managing several businesses simultaneously
- Calm, dependable and able to anticipate needs and maintain momentum without constant supervision
Benefits:
- 100% remote
- $50 birthday bonus
- $200 testimonial bonus
- $300 tenure bonus every 6 months
- $500 entry monthly raffle
- No tracker
Similar Jobs
Executive Assistant
Executive Assistant supporting the Managing Director of an Australian training and consulting organisation. Coordinating clients, training sessions, communications, CRM records, and daily priorities.
Virtual Sales Executive Assistant
Remote Sales Executive Assistant managing client pipelines, outreach, proposals, and CRM workflows. Supporting VaVa Virtual Assistants’ clients across nonprofit, legal, coaching, and finance industries.
Virtual Assistant
Virtual Assistant supporting BOLD Magazine’s editorial and operational work. Managing content, contributors, digital systems, social media, and partnership research remotely.
Executive Assistant
Executive Assistant managing CEO and Chief of Staff calendars, correspondence, and leadership operations. Supporting Superside, an AI-powered creative company serving global brands.
Virtual Assistant – Mental Health Clinic
Remote virtual assistant managing patient communications, appointments, records, and billing systems for a U.S. mental health clinic. Part-time weekend availability required.
Virtual Assistant
Virtual Assistant supporting BOLD Magazine’s independent fashion, lifestyle, culture, and technology publication. Managing editorial workflows, administration, social media, and partnership research remotely.
Bilingual Insurance Executive Assistant
Bilingual executive assistant managing quoting, binding, payments, certificates, renewals, and inbox operations for a commercial insurance agency. Serving Spanish-speaking small businesses in English and Spanish.
Immigration Legal Analysis Virtual Assistant
Remote legal assistant supporting The United Firm’s immigration practice. Managing U-Cert and USCIS filings, client communication, legal research, and case documentation.
Nursing Operations Coordinator – Virtual Assistant
Nursing Operations Coordinator supporting prescriptions, labs, records, and client communications for Lavender’s U.S. online psychiatry and therapy practice. Fully remote from the Philippines, collaborating with nurses, providers, pharmacies, and laboratories.
Executive Assistant
Executive Assistant supporting Consensus’s CRO and AI-powered B2B demo platform. Managing revenue cadence, executive preparation, events, board reporting, and workflow automation.
Executive Assistant
Executive Assistant providing calendar, inbox, meeting, document, travel, and administrative support to senior leaders. Supporting Access Offshoring’s Australian-client offshore staffing operations remotely.
Property Management Virtual Assistant
Remote Property Management Virtual Assistant supporting tenant communications, leasing, maintenance, and rent collection. Managing property records and listings for Pelican’s US real estate operations.
Executive & Team Virtual Assistant
Remote independent-contractor Virtual Assistant supporting a CEO and event strategy firm’s team operations. Managing calendars, vendors, Airtable systems, documents, and administrative workflows.
Executive Assistant
Remote Executive Assistant supporting personalized client engagement and admin for an online fitness and nutrition coaching business. Managing check-ins, payments, Canva graphics, and coaching systems.
Executive Assistant
Executive Assistant supporting leaders at Protege, a secure AI training-data exchange platform. Managing calendars, travel, priorities, and cross-functional operational initiatives.
Executive Assistant – WW Alliances, Channels
Executive Assistant supporting Zscaler’s SVP of Worldwide Alliances & Channels. Coordinating global calendars, meetings, expenses, and travel for a cloud security leader.
Executive Assistant
Executive Assistant supporting VikingCloud’s cybersecurity and compliance executives with calendars, travel, expenses, and approvals. Coordinating global meetings, vendors, facilities, and administrative operations across U.S. and European teams.
Bilingual Medical Virtual Assistant, Armenian
Remote Armenian bilingual medical virtual assistant preparing records, monitoring labs, and supporting clinic workflows. Neolytix provides consulting and management services to U.S. healthcare providers.
Korean Bilingual Virtual Assistant
Bilingual medical virtual assistant supporting Neolytix’s U.S. healthcare providers. Preparing medical records, updating patient information, and improving clinic workflow remotely.
Medical Virtual Assistant – Patient Access
Medical Virtual Assistant preparing compliant patient records and supporting clinic workflows. Neolytix provides consulting and management services to small and medium-sized US healthcare providers.