Executive Assistant (Job ID: VINKYL1EA)
Description
🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant! 🌟
Are you an experienced, highly organized, and tech-savvy professional who thrives in a fast-paced medical environment? Do you enjoy taking ownership of operations, delivering exceptional patient support, and using AI to streamline business processes? We are seeking a proactive Executive Assistant based in LATAM (preferred) or South Africa to become the physician-founder's trusted operational partner at a growing hair restoration clinic and medical wellness platform!
📋 Job Details at a Glance
Job Title: Executive Assistant
Job ID: VINKYL1EA
Industry: Hair Restoration / Medical Clinic
Location: LATAM (Preferred) / South Africa
Job Status: Full Time
Work Schedule: Monday to Friday, 9:00 AM – 5:00 PM (Central Time)
Evening sign-out with the doctor when the clinic runs late.
Nights and weekends: Respond to new-consultation calls when possible.
Salary: $2,000–$2,500 per month
Start Date: To be confirmed
🏢 About the Role
Our client operates a specialized hair restoration clinic providing consultations and surgical hair transplant procedures, alongside a prescribing, lab testing, and vitality platform serving clinical practices nationwide.
Led by a physician-founder who personally oversees all clinical care and surgical procedures, the organization is currently undergoing operational expansion and relocating to a new office. With a growing support team and an extensive network of remote contractors handling marketing, creative production, and patient-related content, the business needs a dependable operational partner to keep everything running smoothly.
As the Executive Assistant to the physician-founder, you will take ownership of the clinic's non-clinical administrative, logistical, and patient-facing operations. Your responsibilities will cover everything from managing incoming calls, coordinating patient consultations and procedures, maintaining CRM records, handling pharmacy orders, and overseeing clinical inventory to supporting executive priorities and digital marketing workflows.
This is an admin-first and patient-facing position that requires exceptional organizational skills, strong customer service, and the ability to manage multiple workflows independently.
You will also have the opportunity to leverage AI tools like Claude to improve processes, build automations, and document recurring workflows into standardized operating procedures (SOPs), helping create a scalable operational system as the business continues to grow.
🎯 Key Responsibilities
📞 Phones & Scheduling: Serve as the primary responder for incoming calls through the softphone system, aiming to answer within two rings. Manage patient consultations, procedures, and treatment schedules through Acuity and Google Calendar. Conduct 48-hour and 24-hour appointment confirmations, verify deposits, and join patient video calls when needed.
📋 CRM & Patient Pipeline Management: Track prospective patients from initial advertising or website inquiries through consultations and procedures using Zoho CRM. Maintain complete patient records, including lead sources, treatment plans, and amounts. Create patient folders in Dropbox and set up accounts within the vitality portal.
💳 Post-Consultation & Administrative Processing: Coordinate quotes with the sales team and front desk. For patients ready to book, prepare invoices, verify financing through CareCredit, Cherry, or PatientFi, collect deposits, preload prescriptions through RXNT, and send patient intake forms.
🏥 Post-Procedure Patient Support: Follow up with patients regarding recovery progress, post-procedure instructions, medications, and upcoming appointments. Immediately escalate medical concerns or clinical questions to the doctor.
💊 Pharmacy Operations & Coordination: Process prescription orders through digital portals such as Pure, Empower, and VPI, as well as compounding pharmacies. Track shipments and assist patients with pharmacy portal access and order-related inquiries.
📸 Patient Photos, Video & Marketing Coordination: Review daily Dropbox uploads, match patient photos to the correct records, and maintain organized photo documentation. Coordinate creative production workflows involving face-swapping contractors, image editors, and videographers. Maintain Canva templates, social media schedules, and marketing tracking sheets.
🤝 Vendor & Meeting Coordination: Liaise with marketing partners, specialty vendors, and external contractors. Attend meetings, prepare minutes, track action items, and ensure the founder's pending reviews and tasks are completed.
📦 Inventory & Invoice Management: Monitor clinical inventory and order supplies through Henry Schein and other vendors. Organize vendor invoices and payment deadlines for the founder's review and prepare regular financial and Zoho KPI reports.
📅 Executive & Personal Assistance: Manage and prioritize the founder's inbox, coordinate professional and personal/family calendar events, and handle personal purchasing requests when needed. Maintain daily communication and coordination through Slack.
🤖 AI & SOP Development: Use Claude daily for problem-solving, drafting, workflow improvements, and marketing or operational automations. Document recurring processes into clear, standardized SOPs to support consistency and future team expansion.
✅ Qualifications & Skills
⭐ Non-Negotiable Requirements:
💼 Established Executive Assistant Experience: Mid-to-senior-level experience as an Executive Assistant or Virtual Assistant, preferably supporting a physician-founder or working directly within an aesthetic or medical practice.
🏥 Medical Practice & HIPAA Familiarity: Experience handling Protected Health Information (PHI), with willingness and ability to sign a Business Associate Agreement (BAA) and complete HIPAA training.
🗣️ Fluent English Communication: Excellent spoken and written English skills, with a warm, polished, and professional communication style suitable for direct patient interaction.
👩 Female Candidate Required: The client specifically requires a female candidate for this position, as prospective patients have expressed greater comfort discussing hair loss concerns with a woman during virtual consultations.
🎥 Professional On-Camera Presence: Confident and presentable during virtual patient consultations, with a professional appearance and appropriate video-call background.
🧠 Proactive & Independent Problem Solver: A self-starter who anticipates operational needs, takes initiative, and finds solutions before escalating issues to the founder.
🤖 Advanced Claude & AI Proficiency: Comfortable using Claude for prompting, projects, workflow automation, drafting, and operational problem-solving.
💻 Strong Technical Skills: Proficient with Google Workspace, Dropbox, and Slack, with the ability to navigate multiple digital workflows efficiently.
🏠 Reliable Remote Work Setup: Must have a dependable home office, stable high-speed internet, and a reliable computer and smartphone.
🌟 Preferred / Nice-to-Haves:
Hands-on experience with Zoho CRM, Acuity Scheduling, or RXNT.
Experience with medical financing platforms such as CareCredit, Cherry, or PatientFi.
Previous experience supporting hair restoration, aesthetic clinics, medical practices, or healthcare businesses.
Familiarity with pharmacy ordering systems such as Pure, Empower, and VPI.
Experience coordinating digital marketing, social media content, graphic design, or video production workflows.
Bilingual proficiency in English and Spanish is a strong advantage.
🛠️ Tools & Technology
Core & Communications: Slack, Gmail, Google Workspace, Claude (AI)
Clinical & CRM: Zoho CRM, Acuity Scheduling, RXNT, Dropbox
Telephony & Video: CallTrackingMetrics, Zoom, Google Meet
Pharmacy & Finance: Pure, Empower, VPI, CareCredit, Cherry, PatientFi
Creative & Marketing: Canva, Figma, Riverside, Fiverr
🚀 Are you ready to become a trusted right hand to a physician-founder and play a key role in the growth of a specialized medical practice? Submit your application today and take the first step toward your next great opportunity!