Executive Assistant – Psychology Practice

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

📋 Description

• Oversee the psychologist's calendar, appointments, and daily agenda.

• Organize meetings, treatment-related arrangements, retreats, and additional commitments.

• Communicate with patients, healthcare providers, psychologists, psychiatrists, and external service providers via phone and email.

• Evaluate and prioritize incoming communications, appropriately escalating urgent issues.

• Draft, review, and summarize emails and other forms of correspondence.

• Coordinate both personal and professional appointments, including medical and wellness arrangements.

• Manage follow-ups, reminders, and outstanding tasks efficiently.

• Optimize workflows and enhance calendar and scheduling procedures.

• Identify opportunities for leveraging technology and automation to minimize repetitive administrative tasks.

• Provide comprehensive executive and administrative support.

• Handle confidential information with the utmost discretion and professionalism.

• Collaborate closely with the psychologist, anticipating needs and managing competing priorities.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, preferably supporting a senior professional, healthcare practitioner, or business owner.

• Exceptional calendar management, scheduling, and organizational abilities.

• Strong written and verbal communication skills in English, with confidence in interacting with patients and external professionals.

• Experience managing busy schedules and adapting to shifting priorities.

• Strong judgment and the ability to determine when immediate escalation is necessary.

• High level of discretion and an understanding of confidentiality protocols.

• Proficient computer skills and confidence using Google Workspace and various productivity tools.

• HIPAA certification or a willingness to obtain certification prior to commencement.

• Availability for full-time work, 40 hours per week, during US Eastern Time hours.

• Preferred: experience supporting a psychologist, psychiatrist, physician, or other healthcare professional.

• Preferred: familiarity with healthcare administration, patient confidentiality, and HIPAA regulations.

• Preferred: experience with AI tools, calendar automation, and workflow optimization.

• Preferred: experience coordinating with multiple external providers and managing time-sensitive requests.

• Proactive, reliable, and exceptionally organized.

• Comfortable engaging with a diverse array of individuals and maintaining composure during urgent requests.

• Awareness of the sensitivity required in mental healthcare settings.

• Exemplary discretion and professionalism when managing confidential information and high-profile individuals.

🏝️ Benefits

• Fully remote work environment.

• $50 birthday bonus.

• $200 testimonial bonus.

• No tracking of work hours.

• HIPAA certification or a commitment to complete certification before starting.