Executive Assistant

Global Medical Virtual Assistants

2d•Remote

About The Position

The Executive Assistant serves as a strategic and administrative partner to physicians and the leadership team. The role focuses on maximizing executive productivity, protecting executive time, aligning calendars across systems, and ensuring operational follow-through across administrative, EMR scheduling, credentialing, and patient intake workflows. The assistant manages physician calendars in Outlook and the EMR; coordinates meetings and interviews; adds approved time-off and other blocks; checks for conflicts; and communicates schedule changes. The role also involves rescheduling patient appointments according to guidelines, coordinating changes with Patient Navigators and the intake team, and verifying that updates appear on the correct physician’s schedule and in Outlook when applicable. Additional duties include gathering documents, tracking renewal dates and application deadlines, following up on outstanding requirements, preparing administrative portions of applications for review, coordinating signatures, helping with registration, tracking missing forms and records, and completing assigned follow-up tasks. The posting also begins a responsibility concerning accurate patient information and notifying the intake team about outstanding items, but the text is cut off before that task is fully described. This is a work-from-home independent-contractor role. The posting specifies minimum and recommended computer, headset, camera, power-backup, and internet requirements. Candidates should be open to night shifts.

Requirements

Excellent verbal and written English communication skills.
At least 1–2 years of experience in a medical-related background.
Demonstrated experience managing calendars for multiple physicians or executives.
Strong working knowledge of Outlook.
Exceptional accuracy, communication, and proactive follow-through.
Open to working night shifts.
Minimum primary computer: Intel Core i5-6000 (6th Gen or higher) or AMD Ryzen 5 or higher; at least 8 GB RAM; Windows 11 64-bit or macOS Ventura or later.
Minimum headset: USB-type headset with noise-cancelling feature.
Minimum camera: capable of clear, crisp video output.
Minimum primary internet connection: DSL/fiber with at least 100 Mb/s contracted speed.
Backup computer, if used: Intel Core i5-6000 (6th Gen or higher) or AMD Ryzen 5 or higher; at least 8 GB RAM; Windows 11 64-bit or macOS Ventura or later.
Backup headset, if used: USB-type headset with noise-cancelling feature.
Power backup option, if used: UPS capable of powering the workstation for at least 3 hours, typically 240 Wh or higher, with sufficient plugs for the work setup.
Backup internet connection: at least 20 Mb/s via cellular connection.
Recommended primary computer: Intel Core i7, i9, or Core Ultra, or AMD Ryzen 7 or higher; at least 16 GB RAM; Windows 11 64-bit or macOS Tahoe or later.
Recommended backup computer, if used: Intel Core i7, i9, or Core Ultra, or AMD Ryzen 7 or higher; at least 16 GB RAM; Windows 11 64-bit or macOS Tahoe or later.
Recommended backup camera: capable of clear, crisp video output.
Recommended primary internet connection: DSL/fiber with at least 500 Mb/s contracted speed.
Recommended backup internet connection: at least 20 Mb/s via cellular or wired connection.

Nice To Haves

EMR scheduling experience is highly preferred.
Medical licensing and credentialing experience is a strong plus.

Responsibilities

Manage physician calendars in Outlook and the EMR, ensuring meetings, appointments, and scheduling blocks align across both systems.
Coordinate meetings and interviews, confirm availability, and send invitations with the correct participants, date, time, time zone, and meeting link.
Add approved blocks for time off and other commitments.
Check for conflicts before confirming meetings and communicate changes promptly.
Move or reschedule patient appointments as directed while following scheduling guidelines.
Coordinate appointment changes with Patient Navigators and the intake team.
Verify that updates are entered on the correct physician’s schedule and reflected in Outlook when applicable.
Gather documents, track renewal dates and application deadlines, and proactively follow up on outstanding requirements.
Prepare administrative portions of applications for review and coordinate required signatures.
Help with registration, track missing forms and records, and complete assigned follow-up tasks.
Update patient information accurately and notify the intake team of outstanding items; the posting cuts off before fully specifying this task.