Executive Assistant
Employment Information
Report this job
Job expired or something wrong with this job?
Job Description
Executive Assistant supporting the founder of a New York nursing home management company. Managing inboxes, schedules, compliance tracking, onboarding, vendors, and operational workflows.
Responsibilities:
- Triage high-volume email traffic, manage complex scheduling, protect the executive's time, and flag urgent action items
- Coordinate end-to-end travel logistics, including flights, ground transport, and itinerary schedules
- Support new hire onboarding processes, including benefits administration, health insurance enrollment, and 401(k) setup coordination
- Monitor medical and facility license renewal dates, track deadlines, and maintain compliance documentation for managed facilities
- Maintain, structure, and optimize operational spreadsheets and dashboards to provide visibility into company metrics
- Document recurring workflows into standard operating procedures and leverage Claude/AI tools to optimize administrative procedures
- Communicate directly with vendors, coordinate and schedule provider interviews, and follow up on outstanding deliverables
- Provide high-level administrative support and operational and personal coordination for the founder
Requirements:
- 2 to 5 years of proven experience supporting senior executives or business owners in a high-level administrative capacity
- Native or first-language-level English fluency (C1 required) with polished, nuanced verbal and written communication
- Demonstrated ability to bring critical thinking and structured solutions rather than relying solely on direct instruction
- Comfortable balancing executive-level business support with daily operational and personal coordination tasks
- Hands-on experience or rapid adaptability using AI productivity tools, specifically Claude, for drafting, data formatting, and process creation
- Ability to operate reliably within secure systems for sensitive business records, credential managers, and spend-controlled purchasing tools
- Familiarity with or willingness to obtain HIPAA awareness/compliance training
- Prior experience in healthcare administration, medical staffing, or facility management is preferred
- Proficiency with Claude, Microsoft 365, Outlook, Excel, and Word
- Based in South Africa or LATAM
- Availability Monday to Friday, 9:00 AM to 5:00 PM Eastern Time (ET)
Similar Jobs
Senior Executive Assistant
Executive Assistant supporting NVIDIA’s Chief Security Officer with calendars, meetings, travel, confidential information, and strategic projects. Remote role for Central or Eastern time zones, with Austin or Raleigh office options.
Paralegal Virtual Assistant – Client Contracts and Compliance
Wing Assistant paralegal reviewing contracts and coordinating compliance documentation. Supporting Sales, Philippine lawyers, and internal teams for U.S. and U.K. client requirements.
Corporate Secretary – Governance Process Owner
Corporate Secretary managing board meetings, minutes, filings and governance systems for Finom, a European financial platform serving small businesses and freelancers.
Executive Assistant to the CEO
Personal Assistant supporting Animals Around The Globe, a wildlife and sustainability media company. Managing CEO administration, bookkeeping, scheduling, correspondence, and internal projects remotely.
Association Secretary – Volunteer
Secrétaire bénévole assurant le suivi administratif d’EVTEM, association de programmes d’administration de l’éducation. Gestion des adhésions, documents, réunions et communications à distance.
Senior Executive Assistant
Senior Executive Assistant supporting IonQ’s President/GM at a leading quantum computing platform company. Managing complex calendars, global travel, expenses, communications, and executive projects.
Executive Assistant, Senior Director CAS, Western Europe
Executive Assistant supporting Medtronic’s Western Europe cardiac healthcare technology leadership. Managing executive administration, communications, meetings, travel, onboarding, and strategic event logistics.
Executive Assistant, Product Marketing
Executive Assistant supporting CrowdStrike’s Product Marketing SVP at a global cybersecurity company. Managing executive priorities, global calendars, travel, events, and AI-enabled operations.
Virtual Assistant
Virtual Assistant managing client projects, scheduling, research, data entry, and client communications. Supporting The Boutique COO, a business operations consultancy serving owners and founders.
Virtual Assistant
Virtual Assistant supporting BOLD Magazine, an independent publication covering fashion, lifestyle, culture, and technology. Managing editorial coordination, administration, social media, and partnership research.
Executive Assistant
Executive Assistant supporting UFW Foundation executives and national immigration and farm-worker advocacy. Managing calendars, travel, communications, coalition relationships, and organizational initiatives remotely.
Personal Assistant
Remote Personal Assistant managing a retired individual's family administration, household coordination, claims, correspondence, and personal projects. Supporting calendars, travel, research, and lifestyle tasks.
Property Management Bookkeeping, Accounting Support Virtual Assistant
Remote virtual assistant handling bookkeeping, utility billing, invoices, and reconciliations. Supporting accurate financial records for a property management operation.
Property Management Bookkeeping, Accounting Support Virtual Assistant
Remote bookkeeping assistant supporting property management financial operations. Handling utility billing, tenant charges, invoices, reconciliations, and month-end reporting.
Executive Assistant
Executive Assistant supporting founders and executives at fast-growing U.S. companies through NeoWork’s dedicated remote staffing teams. Managing calendars, communications, travel, and executive priorities.
Executive Assistant
Executive Assistant supporting founders and executives at fast-growing U.S. companies through NeoWork’s remote staffing operations. Managing calendars, inboxes, travel, reports, and priorities.
Executive Assistant
Executive Assistant supporting founders and executives for NeoWork, a global remote staffing and operations partner. Managing calendars, inboxes, travel, reports, and confidential priorities.
Executive Assistant
Executive Assistant supporting founders and executives at fast-growing U.S. companies. Managing calendars, inboxes, travel, priorities, and confidential information remotely from the Philippines.
Senior Executive Assistant
Senior Executive Assistant supporting Zillow’s communications executives and Corporate Affairs operations. Managing calendars, projects, budgets, events, and AI-enabled workflows.
Executive Assistant
Executive Assistant serving as the right hand to a US-based consulting founder. Managing schedules, proposals, invoices, hiring, systems, and client operations.