Executive Assistant

We are hiring an Executive Assistant for a growing multi-location healthcare practice in the Dermatology industry. This is a Full-Time remote role for an USA based client.

This role is ideal for someone who is highly organized, proactive, resourceful, and thrives in a fast-paced, high-growth environment. You'll provide high-level executive and personal support to the Founder & CEO, managing complex schedules, travel, communications, vendor negotiations, and strategic administrative projects. The ideal candidate is an experienced Executive Assistant who can anticipate needs, protect the CEO's time, maintain the highest level of confidentiality, and confidently balance both business and personal priorities. Medical or healthcare experience is highly preferred, and candidates must be comfortable working with sensitive information in a HIPAA-compliant environment.

Key Responsibilities

• Own and proactively manage the CEO's complex calendar, inbox, and daily priorities

• Coordinate meetings, appointments, and schedules across multiple executives, managers, and stakeholders

• Plan and manage complex domestic and international travel, including flights, accommodations, itineraries, and last-minute changes

• Support both business and personal responsibilities, including family scheduling, events, purchasing, and special projects

• Source vendors, obtain quotes, compare suppliers, negotiate pricing, and secure the best value for products and services

• Manage online purchasing and procurement while remaining highly cost-conscious

• Prepare meeting agendas, document meeting notes, and track action items to completion

• Coordinate projects across multiple departments and help ensure deadlines and deliverables are met

• Assist with employee licensing, certifications, renewals, and compliance administration

• Support CME, DEA, and other professional licensing processes where applicable

• Create, document, and improve SOPs, workflows, templates, and administrative processes

• Manage expenses, reimbursements, reporting, and executive records

• Draft professional correspondence and communicate confidently with internal and external stakeholders

• Handle confidential business, employee, and patient information with professionalism and discretion

• Complete HIPAA certification and maintain HIPAA-compliant practices when handling sensitive information

• Sign and adhere to a Non-Disclosure Agreement (NDA)

• Provide support to other executives and executive assistants during busy periods

• Leverage AI tools to improve efficiency, automate workflows, and streamline administrative processes

Required Qualifications

• 4+ years of experience supporting C-level executives as an Executive Assistant

• 4 + years of experience supporting executives in fast-paced, high-growth organizations

• Strong experience managing complex calendars, inboxes, travel, and executive logistics

• Proven experience negotiating pricing with vendors, suppliers, or service providers

• Experience managing both executive business responsibilities and personal assistant tasks

• Exceptional written and verbal English communication skills

• Highly organized with excellent time management and prioritization abilities

• Strong problem-solving skills with the ability to anticipate executive needs

• Demonstrated ability to handle confidential and sensitive information with discretion

• Comfortable working during Arizona (MST) business hours

• AI-savvy with experience using AI tools to improve productivity

• Willingness to complete HIPAA certification

• Willingness to sign a Non-Disclosure Agreement (NDA)

Preferred Qualifications

• Previous Executive Assistant experience within healthcare, medical, or multi-location service businesses

• Experience working with HIPAA-compliant environments and Protected Health Information (PHI)

• Experience managing employee licensing, certifications, renewals, or compliance documentation

• Familiarity with CME, DEA, or other healthcare licensing processes

• Experience supporting founders, business owners, or CEOs managing both business and personal commitments

• Experience coordinating across multiple executives, departments, and managers

• Bachelor's degree or equivalent professional experience

Required Skills & Tools

• Google Workspace (Gmail, Calendar, Docs, Sheets) or Microsoft 365

• Slack, Microsoft Teams, Zoom, or similar communication platforms

• Project management software such as Asana, ClickUp, Trello, or Monday.com

• Travel booking and itinerary management platforms

• AI productivity tools such as ChatGPT, Microsoft Copilot, Gemini, or similar

• Online procurement and vendor management platforms

• Expense management and reporting tools

• Familiarity with EHR/EMR systems is highly advantageous

Schedule & Pay

• Full-time position; U.S. business hours in the MST time zone

• This is a fully remote job

• Pay ranges from R20 000 to R38 000 per month, depending on experience and skill

• Annual raises, bonuses, confirmed holidays, PTO

• Structured onboarding, ongoing support, and long-term career growth opportunities

System Requirements

• Internet speed of at least 25 Mbps upload and download

• Computer with a 2.4 GHz processor or higher

• Minimum 8 GB RAM

• Windows 10 or newer, or macOS 10.10 or newer

• HD 720p webcam

• Noise-cancelling headset with microphone

Benefits

• Competitive salary

• Fully remote position

• Long-term career growth within a rapidly expanding healthcare organization

• Work directly with an accomplished Founder & CEO

• Opportunity to make a meaningful impact across a growing multi-location business

• Collaborative and supportive team environment

• Exposure to executive leadership, strategic projects, and business operations

• Ongoing training and professional development opportunities

This version incorporates the discovery call and your follow-up notes by emphasizing the client's priorities: a mid-to-senior level EA, healthcare experience, HIPAA compliance, employee licensing/certification administration, vendor and contract negotiations, AI proficiency, and the ability to support a CEO with both complex business and personal responsibilities in a rapidly growing organization.