Executive Assistant

This is a fully remote position, open to applicants in Philippines, +1 more country.

📋 Description

• Oversee patient scheduling using SimplePractice and ensure timely responses to patient texts and emails within 24 hours.

• Deliver warm and professional initial replies to inquiries from patients, clients, and speaking engagements.

• Guarantee that clinical or expert advice is provided directly by the client.

• Manage the client's calendar, including reminders, personal tasks, appointments, refunds, and outstanding to-dos.

• Set up, organize, and maintain monday.com across three businesses.

• Reach out to charter contacts to secure vessels, assist with chef interviews, and coordinate international expedition logistics.

• Maintain a comprehensive expedition spreadsheet tracking guest flights, arrivals, departures, and dietary needs.

• Provide accurate information while the client is traveling or working in the field.

• Create and modify trip presentations using Claude Design and existing templates.

• Coordinate merchandise and branded items, ensuring logos, designs, and branding are correct before bulk production.

• Monitor company formation, trademark correspondence, and app development milestones.

• Deliver end-of-day updates on completed tasks, priorities, and next steps.

• Engage in short, frequent check-ins.

⛳️ Requirements

• Confident daily use of AI tools, especially ChatGPT, Claude, and Claude Design.

• Prior experience in a medical, therapy, or private practice setting.

• Strong expertise in building, structuring, and maintaining monday.com project boards from the ground up.

• Advanced skills in Google Sheets or Microsoft Excel.

• Ability to handle sensitive patient information with care and demonstrate sound judgment.

• Highly organized, proactive, and detail-oriented; capable of managing competing priorities and working independently.

• Excellent written communication skills, particularly through email and text.

• Comfortable in a fast-paced environment, able to receive direct feedback and respond promptly.

• Experience with SimplePractice or similar practice management software is preferred; training will be provided.

• HIPAA certification or willingness to complete a brief HIPAA course during onboarding.

• Strong eye for design and branding, including the ability to identify incorrect logos, design inconsistencies, or merchandise errors.

• Communication mainly via email and text, with minimal phone interaction required.

• Comfortable supporting a busy client managing multiple businesses simultaneously.

• Calm, reliable, and able to anticipate needs while maintaining productivity without constant supervision.

🏝️ Benefits

• 100% remote work.

• $50 birthday bonus.

• $200 testimonial bonus.

• $300 tenure bonus every 6 months.

• $500 entry monthly raffle.

• No tracker.