Executive Assistant

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Act as the primary point of contact for incoming calls via the softphone system.

• Oversee patient consultations, procedures, and treatment scheduling utilizing Acuity and Google Calendar.

• Perform 48-hour and 24-hour appointment confirmations, validate deposits, and join patient video calls as necessary.

• Monitor prospective patients from advertising or website inquiries through to consultations and procedures in Zoho CRM.

• Maintain thorough patient records, including lead sources, treatment plans, and financial details.

• Establish patient folders in Dropbox and create accounts for the vitality portal.

• Collaborate with the sales team and front desk to coordinate quotes.

• Generate invoices, confirm financing, collect deposits, preload prescriptions through RXNT, and distribute intake forms.

• Follow up with patients regarding their recovery, post-procedure guidance, medications, and appointments.

• Elevate medical concerns and clinical inquiries to the physician.

• Manage prescription orders through Pure, Empower, VPI, and compounding pharmacies.

• Track pharmacy shipments and assist patients with accessing the pharmacy portal and addressing inquiries.

• Review uploads on Dropbox, align patient photos with records, and maintain photo documentation.

• Coordinate creative workflows with contractors, image editors, and videographers.

• Maintain Canva templates, social media timelines, and marketing tracking documents.

• Act as a liaison between marketing partners, vendors, and external contractors.

• Attend meetings, document minutes, monitor action items, and follow up on tasks assigned by the founder.

• Supervise clinical inventory and order supplies through Henry Schein and other vendors.

• Organize vendor invoices and payment deadlines for the founder's review.

• Prepare regular financial and Zoho KPI reports.

• Manage and prioritize the founder's email inbox and both professional and personal calendars.

• Address personal purchasing requests as needed.

• Maintain daily communication via Slack.

• Utilize Claude for problem-solving, drafting, workflow enhancements, and marketing or operational automations.

• Document recurring processes into standardized Standard Operating Procedures (SOPs).

⛳️ Requirements

• Mid-to-senior-level experience as an Executive Assistant or Virtual Assistant.

• Experience in handling Protected Health Information (PHI).

• Willingness and ability to sign a Business Associate Agreement (BAA).

• Willingness and ability to complete HIPAA training.

• Excellent verbal and written communication skills in English.

• Female candidate preferred.

• Confident and well-presented during virtual patient consultations.

• Professional appearance and suitable video-call background.

• Proactive, independent problem solver and self-starter.

• Advanced proficiency with Claude for prompting, projects, workflow automation, drafting, and operational troubleshooting.

• Proficient in Google Workspace, Dropbox, and Slack.

• Reliable home office setup, stable high-speed internet connection, dependable computer, and smartphone.

• Based in LATAM (preferred) or South Africa.

• Preferred: hands-on experience with Zoho CRM, Acuity Scheduling, or RXNT.

• Preferred: familiarity with CareCredit, Cherry, or PatientFi.

• Preferred: experience in supporting hair restoration, aesthetic clinics, medical practices, or healthcare businesses.

• Preferred: knowledge of Pure, Empower, and VPI pharmacy ordering systems.

• Preferred: experience managing digital marketing, social media, graphic design, or video production workflows.

• Bilingual in English and Spanish is a significant advantage.

🏝️ Benefits

• Opportunity to become a trusted operational partner to a physician-founder.

• Opportunity to utilize AI tools such as Claude to enhance processes and develop automations.

• Opportunity to assist in creating scalable operational systems and standardized operating procedures.

• Remote work arrangement.

• Monday to Friday, 9:00 AM–5:00 PM Central Time schedule.