Senior Executive Assistant to U.S. Physician and Healthcare Entrepreneur

Senior Executive Assistant to U.S. Physician and Healthcare Entrepreneur

Part-Time to start (20 hours/week) | Converts to Full-Time | Long-Term | Remote

ABOUT THE ROLE

I am a U.S.-based physician with an active clinical practice and several growing healthcare ventures. My work spans patient care, medical education, healthcare technology, research, content development, and business operations.

THE ARRANGEMENT

This role starts at 20 hours per week at $7-8 per hour (roughly $ ---------- per
month), and converts to full-time for the right person at $1,200-1,400 per
month. The trial period is genuine on both sides: it lets you see how I work
before committing, and lets me see your work before I do. If the fit is right,
I would expect to move to full-time within the first few months.

If you are only looking for full-time hours starting immediately, this is not
the right post for you, and I would rather you knew that now.

I am looking for an exceptional Executive Assistant who can become the operational backbone of my professional life. You should be highly intelligent, organized, resourceful, and comfortable taking ownership of important work.

This is not a traditional administrative role. You will help manage communications, schedules, documents, research, projects, and follow-up across several clinical and business initiatives. You must be able to understand complex instructions, identify what matters most, anticipate next steps, and complete assignments without constant supervision.

The right person will bring structure to a fast-moving environment and make sure important details, decisions, and deadlines do not get lost.

WHAT YOU WILL BE RESPONSIBLE FOR

EXECUTIVE AND ADMINISTRATIVE SUPPORT

- Manage calendars, meetings, appointments, reminders, and scheduling across multiple time zones
- Protect the principal’s time by identifying scheduling conflicts and prioritizing important commitments
- Monitor and organize Gmail inboxes
- Draft and send professional emails on behalf of the principal
- Identify urgent messages, surface decisions that require attention, and handle routine correspondence
- Maintain organized records of open questions, pending responses, delegated work, and upcoming deadlines
- Prepare daily or weekly summaries of priorities, completed work, and outstanding items

TASK AND PROJECT MANAGEMENT

- Capture action items from emails, meetings, voice notes, and conversations
- Maintain a reliable master task-management system across multiple projects
- Assign, track, and follow up on work involving employees, contractors, vendors, clinical staff, and external partners
- Anticipate bottlenecks and follow up before deadlines are missed
- Convert broad or dictated instructions into organized, actionable plans
- Keep projects moving without requiring repeated reminders
- Clearly communicate when a project is blocked, what information is missing, and what decision is needed

DOCUMENTS AND INFORMATION MANAGEMENT

- Organize and maintain Google Drive folders, files, reports, contracts, protocols, and business records
- Transcribe voice-dictated notes and convert them into polished, well-structured Google Docs
- Edit and format correspondence, reports, medical education materials, internal instructions, one-page summaries, and business documents
- Maintain consistent document naming, version control, and filing systems
- Create professional spreadsheets, trackers, checklists, and summaries
- Format presentations and educational materials for internal and external use

RESEARCH AND OPERATIONAL SUPPORT

- Conduct accurate research involving medical literature, healthcare regulations, products, vendors, competitors, and business opportunities
- Search resources such as PubMed, government websites, company websites, and other credible sources
- Summarize findings clearly and include links to original sources
- Compare vendors, services, pricing, features, and contractual terms
- Assist with light bookkeeping, expense tracking, invoice organization, and financial spreadsheets
- Coordinate with vendors, contractors, clinical personnel, and business partners
- Assist with basic social media scheduling and online content operations
- Support GoHighLevel tasks, including contact organization, workflows, calendars, and basic campaign administration

REQUIRED QUALIFICATIONS

- Excellent written and spoken English at a C1 level or higher
- Prior experience as an Executive Assistant, Senior Virtual Assistant, Chief of Staff assistant, or operations coordinator
- Experience directly supporting a business owner, physician, executive, or entrepreneur
- Advanced proficiency with Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets
- Strong transcription, writing, editing, and document-formatting abilities
- Exceptional attention to detail and the ability to catch errors before work is submitted
- Strong judgment regarding urgency, priorities, and professional communication
- Ability to manage multiple projects without losing track of details
- Ability to follow instructions accurately while also thinking independently
- Willingness to ask focused questions when clarification is genuinely needed
- Dependable internet service, reliable computer equipment, and a quiet private workspace
- Meaningful availability during U.S. Central Time business hours
- Ability to handle confidential medical, business, financial, and legal information with strict discretion

PREFERRED QUALIFICATIONS

- Experience working in a medical practice, healthcare company, legal environment, or other confidentiality-sensitive setting
- Familiarity with healthcare terminology and medical documentation
- Experience conducting PubMed, regulatory, or market research
- Experience using GoHighLevel
- Familiarity with Asana, ClickUp, Notion, or comparable project-management systems
- Experience with Canva, Google Slides, PowerPoint, or presentation design
- Experience supporting multiple businesses or complex projects simultaneously
- Familiarity with AI productivity tools and the judgment to verify AI-generated work before using it
- Basic bookkeeping or expense-management experience

WHAT SUCCESS LOOKS LIKE

You will be successful in this position if:

- Tasks are captured, organized, and completed without repeated reminders
- Important emails, deadlines, and follow-ups are not missed
- Documents are accurate, polished, and properly organized
- The principal can quickly understand what requires attention and what has already been handled
- You anticipate reasonable next steps and solve routine problems independently
- You communicate clearly, concisely, and proactively
- You take responsibility for outcomes rather than simply completing isolated tasks
- Your work consistently reduces confusion, delays, and administrative burden

THIS ROLE IS NOT A GOOD FIT IF YOU

- Need detailed supervision for every assignment
- Regularly miss deadlines or require repeated follow-up
- Submit work without checking it for accuracy
- Become overwhelmed when priorities change
- Wait passively when you encounter a problem
- Struggle to organize information across several simultaneous projects
- Are uncomfortable receiving direct feedback or being held to a high standard
- Cannot maintain strict confidentiality

CONFIDENTIALITY AND INFORMATION SECURITY

This position may involve access to protected health information, confidential business records, financial information, and sensitive legal documents.

Before receiving access to confidential systems or information, the selected candidate will be required to:

- Sign a Non-Disclosure Agreement and any other applicable privacy or security agreements
- Complete required privacy, security, and HIPAA-related training
- Follow all access-control, password-management, device-security, and information-handling policies
- Use only authorized systems and approved methods for storing or transmitting sensitive information
- Maintain confidentiality during and after the working relationship ends

An NDA alone does not replace required privacy and security procedures. Compliance with all applicable safeguards is a condition of this role.

PERFORMANCE STANDARDS

I am looking for an unusually capable person, not someone who simply wants a routine virtual-assistant position. You must be efficient, accurate, responsive, and dependable.

The standard for this position is high. In return, the right candidate will receive a long-term opportunity to become a trusted member of several meaningful and growing healthcare ventures.

HOW TO APPLY

Please include the following in your application:

1. Begin your application with the words “Executive Operations” so I know you read the entire posting.
2. Provide a brief summary of your most relevant experience supporting an executive, physician, entrepreneur, or business owner.
3. Describe the most complex calendar, inbox, or project-management responsibility you have handled.
4. Give one example of a situation in which you anticipated a problem and resolved it before your employer asked.
5. Rate your proficiency from 1 to 10 in:

- Gmail
- Google Calendar
- Google Docs
- Google Sheets
- Google Drive
- GoHighLevel
6. State your normal working hours and availability in U.S. Central Time.
7. Provide your internet speed and describe your backup plan for internet or power interruptions.
8. Include a short writing sample or an example of a professional document you created. Remove all confidential information before submitting it.
9. Record a brief video introduction explaining why you would be an excellent fit for this position.
10. Include your desired monthly compensation for a full-time, long-term role.

Applications that do not follow these instructions will not be considered.

SKILLS

- Executive Assistance
- Google Workspace
- Google Docs
- Google Sheets
- Gmail and Calendar Management
- Project and Task Management
- GoHighLevel
- Research and Documentation
- Professional Writing
- Healthcare Administration

HOW TO APPLY

Reply through OnlineJobs.ph with a short message covering:
1. Why this role fits what you are looking for
2. Your experience with the responsibilities above
3. Your available hours in your local time

Start your message with the word BLUEBIRD so I know you read this all the
way through.

Shortlisted applicants complete three short written exercises before a live
interview. They take about 15, 45, and 25 minutes and are spaced out over
several days. Everyone gets a reply either way.