Position: Executive Assistant - Healthcare Operations
Job Type: Full-time (40 hours/week)
Location: Philippines (Remote, CST hours)
Salary: $6.50/hr - $7.50/hr
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Overview
We are seeking a highly organized and proactive Executive Assistant to support the owner of a growing psychology and counseling practice. The organization provides counseling services through schools, homes, and a virtual platform while also maintaining partnerships with hospitals and other organizations. The Executive Assistant will play a critical role in helping the practice stay organized, manage scheduling across multiple responsibilities, and ensure operational tasks are completed efficiently.
The ideal candidate is detail-oriented, proactive, technologically capable, and experienced with healthcare administration systems such as Simple Practice or similar platforms.
Key Responsibilities
Executive & Calendar Management
Manage and maintain the executive’s calendar across multiple professional responsibilities and commitments.
Schedule appointments, meetings, and virtual sessions while ensuring there are no conflicts.
Send reminders and notifications to ensure deadlines, meetings, and obligations are not missed.
Assist in prioritizing tasks and keeping the executive organized and on schedule.
Coordinate scheduling related to school visits, home visits, hospital commitments, and virtual services.
Practice Operations Support
Monitor and assist with the Simple Practice portal or similar clinical management platform.
Ensure that portal activities, documentation, and operational workflows remain organized and up to date.
Track tasks, assignments, and progress across the practice’s various service platforms.
Help ensure practice operations run smoothly by monitoring outstanding tasks and follow-ups.
Communicate with internal team members to confirm responsibilities are completed.
Proactively confirm upcoming client sessions via call or message, communicate professionally regarding scheduling matters, and ensure appointments are accurate in the system.
Manage cancellations, reschedules, and no-show risks by following up with clients and refilling open appointment slots when possible to reduce missed sessions and lost time.
Track monthly client survey requirements by monitoring due dates, completed surveys, overdue items, and maintaining an organized survey compliance tracker.
Send reminders and follow up with staff to ensure surveys are completed on time and provide weekly updates on outstanding and completed survey items.
Assist with monthly billing organization by maintaining accurate records, tracking outstanding billing-related items, and organizing documentation to ensure financial workflows remain structured and up to date.
Provide trustworthy and detail-oriented administrative support by managing billing materials by month and status, helping ensure sensitive financial information is handled with professionalism and confidentiality.
Administrative & Communication Support
Manage and monitor multiple email accounts and assist with inbox organization.
Draft and send professional communications on behalf of the executive when needed.
Contact schools, organizations, or partners to coordinate services or communicate updates.
Answer or return calls, respond to inquiries, and provide information when appropriate.
Maintain professional communication with patients, partners, and external organizations.
Communicate with staff to gather required information and follow up on credentialing documents, paperwork, deadlines, and any missing items while maintaining professional and timely communication.
Track submission status for all required staff documentation and provide the owner with regular updates on outstanding items and completion progress.
Proficient in Google Workspace (Google Docs, Sheets, Drive, Calendar, and Gmail) for document creation, data tracking, file organization, scheduling, and professional communication.
Coordination & Task Management
Track ongoing initiatives, responsibilities, and deadlines across the executive’s various projects.
Provide reminders and follow-up communication to ensure tasks are completed on time.
Assist with general administrative tasks that help the practice stay organized and efficient.
Support coordination with staff members working within the practice.
Help ensure that all operational activities remain organized and on track.
Credentialing & Staff Document Organization
Collect and organize staff credentialing information
Track required documents such as licenses, NPI information, CAQH, liability insurance, W-9s, contracts, certifications, and other required records
Upload and organize credentialing documents into Dropbox and/or the required system
Maintain an organized master tracker of staff credentialing and document status
Help ensure that all operational activities remain organized and on track.
Ensure records are easy to find, current, and properly filled
Preferred Skills & Qualifications
Minimum 3 years of experience as an Executive Assistant, Administrative Assistant, or similar role.
Strong organizational and time management skills.
Excellent written and verbal English communication skills.
Experience working with scheduling tools, email platforms, and administrative software.
Familiarity with healthcare practice management systems such as Simple Practice or similar platforms preferred.
Ability to manage multiple priorities and maintain attention to detail.
Comfortable communicating with professionals, schools, organizations, and patients.
Self-motivated and capable of working independently in a remote environment.
Experience in using Notion to organize information, manage projects, track tasks, and maintain structured internal documentation and workflows.
Nice-to-Have (Bonus Skills)
Experience supporting healthcare providers, therapists, psychologists, or medical practices.
Experience with CRM systems, practice management platforms, or clinical documentation tools.
Familiarity with AI tools or workflow automation for improving administrative efficiency.
Strong problem-solving abilities and proactive approach to operational support.
What we offer:
Competitive compensation — $6.50–$7.50 per hour, paid in USD
Fixed U. S. working schedule
Fully remote role — work from anywhere
Direct collaboration with U. S. small businesses and entrepreneurs
Paid time off — 10 PTO days per year, plus 6 U. S. holidays off
