We’re looking for a highly organized and proactive Medical Executive Assistant to support the daily operations of a busy clinic and work closely with the clinic owner in both administrative and patient coordination tasks.

This is a key support role at the center of the clinic’s day-to-day operations—where you’ll be responsible for managing inbox communications, prioritizing urgent patient and operational concerns, coordinating schedules, and ensuring the clinic runs smoothly and efficiently. You’ll also play an important role in maintaining continuity during the owner’s travel periods by handling both business and personal administrative support.

Schedule

• 9am to 5pm New Zealand time; 20 hours per week
  

Responsibilities:

• Manage and priorities the clinic inbox each morning, flagging urgent matters and highlighting upcoming issues for the day
• Coordinate end-of-day follow-ups and prepare actionable summaries for the following day's operations
• Oversee calendar management, appointment scheduling, and daily clinic organization
• Support the clinic owner with personal and business administrative tasks during frequent travel periods
• Assist with creating and scheduling social media content to maintain brand presence and patient engagement
• Handle patient enquiries with appropriate medical knowledge while maintaining confidentiality standards
• Monitor my social media and post potential content when needed

Requirements:

• Previous experience in medical reception, clinic administration, or healthcare virtual assistance
• Familiarity with clinic management systems such as Clinico or similar CRM platforms
• Strong written communication skills with a professional and empathetic tone
• High level of attention to detail and ability to manage multiple priorities independently
• Proactive and self-directed with the ability to anticipate needs and take initiative
• Understanding of patient confidentiality and data privacy obligations in a medical setting
• Have an understanding of social media and do general updates with Meta and associated platforms

Scope:

• Start at 20 hours per week with a split schedule (morning and evening shifts aligned to NZ time zone)
• Potential to scale to full-time (40 hours per week) based on performance and business needs
• Onboard alongside new IT and security system implementations at the clinic
• Serve as the primary administrative point of contact when the clinic owner is travelling
• Opportunity to grow into a more senior Executive Assistant or Chief of Staff function over time

Independent Contractor Perks

• Permanent Work from Home
• Immediate Hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.