Executive Assistant (Remote, Healthcare Practice)

About the role

We are seeking a highly organized and proactive Executive Assistant to support the Founder & CEO of a fast‑growing, multi‑location dermatology practice. This full‑time remote position blends high‑level executive support with personal assistance, requiring discretion, confidentiality, and the ability to thrive in a rapid‑growth environment.

Key responsibilities

• Own and proactively manage the CEO’s complex calendar, inbox, and daily priorities.
• Coordinate meetings, appointments, and schedules across multiple executives, managers, and stakeholders.
• Plan and manage complex domestic and international travel, handling flights, accommodations, itineraries, and last‑minute changes.
• Support both business and personal responsibilities, including family scheduling, events, purchasing, and special projects.
• Source vendors, obtain quotes, negotiate pricing, and secure best value for products and services.
• Manage online purchasing and procurement while remaining cost‑conscious.
• Prepare meeting agendas, document notes, and track action items to completion.
• Coordinate cross‑departmental projects to ensure deadlines and deliverables are met.
• Assist with employee licensing, certifications, renewals, and compliance administration, including CME, DEA, and other professional licensing processes.
• Create, document, and improve SOPs, workflows, templates, and administrative processes.
• Manage expenses, reimbursements, reporting, and executive records.
• Draft professional correspondence and communicate confidently with internal and external stakeholders.
• Handle confidential business, employee, and patient information with professionalism and discretion, maintaining HIPAA‑compliant practices.
• Sign and adhere to a Non‑Disclosure Agreement (NDA).
• Provide support to other executives and executive assistants during busy periods.
• Leverage AI tools to improve efficiency, automate workflows, and streamline administrative processes.

Required profile

• 4+ years of experience supporting C‑level executives in fast‑paced, high‑growth organizations.
• Strong experience managing complex calendars, inboxes, travel, and executive logistics.
• Proven experience negotiating pricing with vendors, suppliers, or service providers.
• Experience handling both executive business responsibilities and personal assistant tasks.
• Medical or healthcare experience preferred, with ability to work in a HIPAA‑compliant environment.
• Willingness to complete HIPAA certification and maintain compliance.

Required skills

• Proficiency with AI tools to automate workflows and improve efficiency.