Executive Assistant

• Manage patient scheduling through SimplePractice and respond to patient texts and emails within 24 hours
• Provide warm, professional initial responses to patient, client and speaking enquiries
• Ensure clinical or expert advice is provided directly by the client
• Manage the client's calendar, reminders, personal tasks, appointments, refunds and outstanding to-dos
• Set up, organise and maintain monday.com across three businesses
• Contact charter contacts to secure vessels, assist with chef interviews and coordinate international expedition logistics
• Maintain the master expedition spreadsheet tracking guest flights, arrivals, departures and dietary requirements
• Provide accurate information while the client is travelling or working in the field
• Create and adapt trip presentations using Claude Design and existing templates
• Coordinate merchandise and branded items, checking logos, designs and branding before bulk production
• Track company formation, trademark correspondence and app development milestones
• Provide end-of-day updates on completed tasks, priorities and next steps
• Participate in short, frequent check-ins

• Confident daily use of AI tools, particularly ChatGPT, Claude and Claude Design
• Previous experience in a medical, therapy or private practice environment
• Strong experience building, structuring and maintaining monday.com project boards from scratch
• Advanced Google Sheets or Microsoft Excel skills
• Ability to handle sensitive patient information responsibly and exercise sound judgement
• Highly organised, proactive and detail-oriented; able to manage competing priorities and work independently
• Strong written communication skills, particularly via email and text
• Comfortable working in a fast-paced environment, receiving direct feedback and acting on it quickly
• Experience using SimplePractice or similar practice management software preferred; training can be provided
• HIPAA certification or willingness to complete a short HIPAA course during onboarding
• Eye for design and branding, including identifying incorrect logos, design inconsistencies or merchandise errors
• Communication primarily via email and text, with minimal phone-based work
• Comfortable working with a busy client managing several businesses simultaneously
• Calm, dependable and able to anticipate needs and maintain momentum without constant supervision

• 100% remote
• $50 birthday bonus
• $200 testimonial bonus
• $300 tenure bonus every 6 months
• $500 entry monthly raffle
• No tracker