Executive Assistant

• Serve as the primary responder for incoming calls through the softphone system
• Manage patient consultations, procedures, and treatment schedules using Acuity and Google Calendar
• Conduct 48-hour and 24-hour appointment confirmations, verify deposits, and join patient video calls when needed
• Track prospective patients from advertising or website inquiries through consultations and procedures in Zoho CRM
• Maintain complete patient records, including lead sources, treatment plans, and amounts
• Create patient folders in Dropbox and set up vitality portal accounts
• Coordinate quotes with the sales team and front desk
• Prepare invoices, verify financing, collect deposits, preload prescriptions through RXNT, and send intake forms
• Follow up with patients regarding recovery, post-procedure instructions, medications, and appointments
• Escalate medical concerns and clinical questions to the doctor
• Process prescription orders through Pure, Empower, VPI, and compounding pharmacies
• Track pharmacy shipments and assist patients with pharmacy portal access and inquiries
• Review Dropbox uploads, match patient photos to records, and maintain photo documentation
• Coordinate creative workflows with contractors, image editors, and videographers
• Maintain Canva templates, social media schedules, and marketing tracking sheets
• Liaise with marketing partners, vendors, and external contractors
• Attend meetings, prepare minutes, track action items, and follow up on the founder's tasks
• Monitor clinical inventory and order supplies through Henry Schein and other vendors
• Organize vendor invoices and payment deadlines for founder review
• Prepare regular financial and Zoho KPI reports
• Manage and prioritize the founder's inbox and professional and personal calendars
• Handle personal purchasing requests when needed
• Maintain daily communication through Slack
• Use Claude for problem-solving, drafting, workflow improvements, and marketing or operational automations
• Document recurring processes into standardized SOPs

• Mid-to-senior-level experience as an Executive Assistant or Virtual Assistant
• Experience handling Protected Health Information (PHI)
• Willingness and ability to sign a Business Associate Agreement (BAA)
• Willingness and ability to complete HIPAA training
• Excellent spoken and written English skills
• Female candidate required
• Confident and presentable during virtual patient consultations
• Professional appearance and appropriate video-call background
• Proactive, independent problem solver and self-starter
• Advanced proficiency with Claude for prompting, projects, workflow automation, drafting, and operational problem-solving
• Proficiency with Google Workspace, Dropbox, and Slack
• Dependable home office, stable high-speed internet, reliable computer, and smartphone
• Based in LATAM (preferred) or South Africa
• Preferred: hands-on experience with Zoho CRM, Acuity Scheduling, or RXNT
• Preferred: experience with CareCredit, Cherry, or PatientFi
• Preferred: experience supporting hair restoration, aesthetic clinics, medical practices, or healthcare businesses
• Preferred: familiarity with Pure, Empower, and VPI pharmacy ordering systems
• Preferred: experience coordinating digital marketing, social media, graphic design, or video production workflows
• Bilingual English and Spanish is a strong advantage

• Opportunity to become a trusted operational partner to a physician-founder
• Opportunity to leverage AI tools such as Claude to improve processes and build automations
• Opportunity to help create scalable operational systems and standardized operating procedures
• Remote work arrangement
• Monday to Friday, 9:00 AM–5:00 PM Central Time schedule