Executive Assistant #2 — IRMN / CRM / Marketing Project Assistant

**Position Overview**
Casa Privée, Miami Stem Cell Clinic, and the Institute of Regenerative Medicine & Neuroscience (IRMN) are seeking a highly organized remote Executive Assistant / Project Assistant. This role focuses on CRM management, IRMN growth, marketing coordination, physician outreach, course administration, and executive follow-up.

This is not a generic assistant role. The ideal candidate is a disciplined operator who turns ideas, contacts, and opportunities into organized workflows and measurable results — without needing to be repeatedly reminded.

Reports To Prof. Dr. Bankole Johnson; daily coordination with senior team as assigned
Location Remote — Philippines-based preferred; other excellent candidates may be considered
Start Date Immediate — as soon as a suitable candidate is identified
Trial Period 30-day performance trial, followed by 60- and 90-day reviews

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**Role Purpose**
The role exists to create execution discipline around IRMN operations, CRM, lead follow-up, physician education, marketing campaigns, course registration, dashboard reporting, and administrative project completion.

The right person will be able to see what is missing, organize loose information, drive follow-up, and produce a weekly operating dashboard independently.

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**Core Responsibilities**
• Maintain CRM and pipeline spreadsheets for prospective clients, physicians, course participants, sponsors, faculty, and strategic partners.
• Track each lead from first contact through follow-up, enrollment, payment, attendance, and post-program retention.
• Prepare weekly dashboards showing leads, follow-ups due, enrolled participants, unpaid invoices, stalled opportunities, and next actions.
• Coordinate IRMN course logistics, physician certification programs, webinars, meetings, conference planning, and educational material preparation.
• Collect and track deliverables from tea ---------- mbers, including contacts, introductions, follow-ups, and revenue opportunities.
• Assist with email campaigns, social media scheduling, podcast logistics, white paper organization, presentation preparation, and vendor follow-up.
• Draft polished follow-up messages to physicians, clients, faculty, sponsors, and strategic partners for approval.
• Maintain organized folders for IRMN decks, course materials, speaker bios, faculty lists, pricing sheets, certificates, and participant records.
• Support payment-link coordination, invoice follow-up, registration confirmation, and document routing.
• Perform other lawful administrative, marketing, CRM, and project-support duties as assigned.

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**Required Skills & Attributes**
• Excellent written English and professional communication tone.
• Strong spreadsheet and CRM discipline — accurate, complete, and current at all times.
• High responsiveness; ability to close loops quickly and flag blockers early.
• Comfortable handling confidential medical, business, and personal information with full discretion.
• Ability to organize ambiguous information into trackers, folders, checklists, and next actions.
• Commercially minded: understands that follow-up, speed, and documentation directly affect revenue.
• Ability to work independently and escalate intelligently when blocked.
• Strong professionalism and emotional maturity in a high-trust environment.

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**Preferred Experience**
• Executive assistant or project assistant background.
• CRM, sales support, healthcare, medical concierge, coaching, education, or course-administration experience.
• Marketing coordination, email campaigns, social media scheduling, or webinar logistics.
• Experience supporting founders, physicians, executives, or high-trust professional-services organizations.

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**Application & Interview Test**
Shortlisted candidates will be asked to complete a brief practical test prior to final selection:

• Create a sample CRM tracker from five fictional leads.
• Draft a professional follow-up email to a physician interested in a certification course.
• Summarize a messy task list into a concise one-page dashboard.
• Write a brief note explaining how you would prevent leads from falling through the cracks.

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**Candidate Screening Questions**
Please be prepared to address the following during your interview:

• Describe the most complex CRM or lead-tracking system you have managed.
• How do you ensure that no follow-up is ever missed?
• Give an example of a time you helped organize a disorganized founder or executive.
• What is your usual response time during working hours?
• Are you comfortable working with confidential medical and business information?
• Can you prepare weekly dashboards independently, without being reminded?
• What tools do you use for tracking tasks, deadlines, and contacts?

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How to Apply??
Submit your CV, a brief cover letter, and any relevant work samples to the hiring team. Candidates who advance will be invited to complete the practical test described above.