Journey Psyche Psychiatry & Virtual Care

EXECUTIVE COMMUNICATIONS & PROJECT TRACKING COORDINATOR

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: TYPE OF WORK

Full Time

: SALARY

$5

: HOURS PER WEEK

TBD

: DATE UPDATED

Sep 10, 2026

JOB OVERVIEW

Remote Position | Journey Psyche and Lyons Cards

ABOUT THE ROLE

We are hiring an exceptionally organized and persistent coordinator to ensure that no instruction, file, link, handoff, deadline, or follow-up from our executive, gets lost.

This is not a general virtual-assistant position. Your primary responsibility will be capturing communications, maintaining our Master Log, tracking assignments, following up with responsible team members, and documenting proof that each task has been completed.

THE PRIMARY OBJECTIVE

CEO/Executive should never need to search through old messages, look for missing files, or resend instructions because the team cannot find them.

KEY RESPONSIBILITIES

• Monitor instructions received through WhatsApp, email, text messages, phone calls, and meetings
• Capture every instruction and action item in the Master Log
• Record the task, responsible person, priority, deadline, current status, and source
• Attach relevant emails, messages, documents, files, and links
• Assign or confirm ownership of each task
• Follow up persistently with team members regarding pending and overdue work
• Confirm that instructions and files have been received by the correct person
• Track projects across Journey Psyche and Lyons Cards
• Keep information and workstreams for the two businesses properly organized
• Update tasks as DONE, IN PROGRESS, BLOCKED, or NEEDS CEO/EXECUTIVE REVIEW OR APPROVAL
• Identify missing information and unclear assignments immediately
• Record evidence of completion, including links, files, screenshots, or written confirmation
• Maintain accurate meeting notes, decisions, action items, owners, and deadlines
• Send a concise end-of-day status report to CEO
• Escalate blocked, overdue, or high-priority matters promptly

END-OF-DAY REPORTING

The daily report must be brief and organized into four sections:

• DONE
• IN PROGRESS
• BLOCKED
• NEEDS CEO/EXECUTIVE REVIEW OR APPROVAL

We do not want long narrative reports. Tom must be able to understand the status of all important work quickly.

REQUIRED QUALIFICATIONS

• C2-level English proficiency is mandatory
• Near-native written and spoken English
• Excellent listening comprehension
• Exceptional organizational and documentation skills
• Strong attention to detail
• Ability to manage several projects and workstreams simultaneously
• Ability to turn informal messages and conversations into clear action items
• Confidence following up with team members, contractors, and vendors
• Persistence in obtaining updates and confirming completion
• Ability to recognize missing information, unclear instructions, and potential delays
• Excellent judgment regarding priorities and escalation
• Comfortable working independently in a fast-moving environment
• Dependable, responsive, and consistent
• Able to maintain strict confidentiality

PREFERRED EXPERIENCE

• Executive-assistant or operations-coordinator experience
• Project, task, or workflow management experience
• Experience maintaining master trackers or project logs
• Experience preparing meeting notes and executive status reports
• Experience supporting multiple companies or departments
• Familiarity with healthcare administration is helpful
• Familiarity with sports cards, collectibles, or e-commerce is helpful but not required

TOOLS

Applicants should be comfortable using:

• Google Sheets and Microsoft Excel
• Google Drive
• WhatsApp
• Email and calendar platforms
• Project and task-management systems
• AI tools for responsible summarization, organization, and search

CONFIDENTIALITY

This position supports both a healthcare organization and a sports-card business. The selected candidate must keep the information for each company properly separated and follow all applicable privacy, security, and confidentiality procedures.

To demonstrate your attention to detail, begin your application with:

“NOTHING GETS LOST”

Do not submit a generic application. Your written response will be evaluated for C2-level English, accuracy, organization, judgment, and attention to detail.

SUCCESS IN THIS ROLE

You will succeed when every instruction is documented, every task has a clear owner and status, every handoff is confirmed, every completed item has supporting proof, and Tom never has to search old conversations or repeat an instruction.

SKILL REQUIREMENT

Personal Assistant Administrative Support Organization

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Journey Psyche Psychiatry & Virtual Care

EXECUTIVE COMMUNICATIONS & PROJECT TRACKING COORDINATOR

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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