Medical Executive Assistant – Practice Operations Coordinator

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

📋 Description

• Assist in meeting licensing and compliance obligations for an aesthetic medicine practice.

• Professionally address patient calls and manage inquiries.

• Manage patient-related queries and coordinate scheduling activities.

• Support the launch and daily administrative functions of the practice.

• Organize and manage email communications across six different business email accounts.

• Sort, prioritize, and respond to emails promptly.

• Unsubscribe from unwanted emails and keep inbox systems organized.

• Oversee calendar management and scheduling tasks.

• Conduct follow-ups on various business and operational issues.

• Respond to VRBO and vacation rental booking inquiries.

• Coordinate with cleaning personnel for property turnovers.

• Follow up with handymen, contractors, and maintenance service providers.

• Support ongoing operations and coordination of rental properties.

• Provide executive-level administrative assistance across multiple businesses.

• Aid in enhancing organizational and workflow systems.

• Assist with both personal and professional task management.

• Contribute to ongoing operational growth and business expansion efforts.

⛳️ Requirements

• A background in medical education or healthcare is preferred but not mandatory.

• Prior experience as a Virtual Assistant, Executive Assistant, or Medical Executive Assistant is highly desirable.

• Extensive experience in medical office management, clinical support, or healthcare administration is favored.

• A medical license (Doctor, Nurse, PT, etc.) is advantageous but not essential.

• Strong knowledge of medical terminology and healthcare operations.

• Exceptional customer service and patient communication abilities.

• Strong administrative and organizational skills.

• Capability to manage multiple priorities and businesses concurrently.

• Experience with calendar management, email handling, and scheduling.

• Strong problem-solving skills and the ability to make independent decisions.

• Comfortable working in an unstructured environment and adapting to changing priorities.

• Responsive and reliable in phone and text communications.

• Able to work efficiently despite a 12-hour time zone difference.

• Highly organized and detail-oriented.

• Proactive and self-driven.

• Flexible and adaptable to shifting needs.

• Capable of adjusting to a dynamic work environment.

• Dependable, resourceful, and oriented towards solutions.

• Professional, intelligent, and able to work independently.

• Must be proficient in clear spoken and written English.

• Relevant work experience is required.

• Must submit an NBI clearance and/or Local Police Clearance background check prior to onboarding (mandatory).

• Availability for video meetings with the camera on (when necessary) is required.

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to exceptional support for inquiries, guidance, contract issues, and client communication.

• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.

• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to ensure you can confidently manage PHI for U.S. healthcare clients.

• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you excel as a top-performing VA and improve long-term client retention.

• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off based on the client’s requirements and schedule.

• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only available if offered by the client.

• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to enhance your performance.

• Optional Performance-Based Incentives: Some clients may provide bonuses, incentives, or additional hours based on your performance.