Job Overview

Our client is looking for a trusted partner to work directly with leadership to manage critical business projects, optimize workflows, and maintain seamless communication with patients and healthcare partners. This role goes beyond traditional VA work—you will be instrumental in building systems from the ground up, managing audits, coordinating hiring processes, and ensuring nothing falls through the cracks. If you thrive on ownership, love solving problems before they escalate, and can turn a simple instruction into a polished result using the right tools, this is your opportunity to make a real impact in a healthcare organization that values efficiency and proactive thinking.

Client Overview

Our client is a growing healthcare organization based in Massachusetts that works with doctor's offices and hospitals across the United States. They are a HIPAA-compliant organization focused on delivering efficient patient care and building strong relationships with healthcare providers. The team is currently implementing advanced organizational systems and leveraging AI tools to streamline operations.

Schedule

• Monday - Friday, 9:00 AM - 6:00 PM EST, with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Manage business development projects, including audits, hiring coordination, vendor relationships, and project updates.
• Handle incoming calls from patients and healthcare partners and provide professional support when needed.
• Organize and migrate documentation from Google Drive to Notion, maintaining structured and accessible workspaces.
• Conduct outreach to healthcare entities, schedule meetings, and communicate the organization’s value proposition.
• Support recruitment by sourcing resumes, coordinating interviews, and assisting with the hiring process.
• Use Gemini and other AI tools to draft communications, troubleshoot software issues, and improve task efficiency.
• Maintain communications through RingCentral and Constant Contact, follow SOPs, and contribute to process improvements.
  

Requirements

• Previous experience as an Executive Assistant or Project Coordinator supporting US or European companies, preferably in healthcare or medical settings.
• Strong proficiency in Notion, including building and organizing workspaces, with experience using Google Workspace.
• Excellent professional phone and written communication skills for patients, healthcare partners, and internal teams.
• Proactive and tech-savvy, with the ability to learn new software and effectively use AI tools.
• Strong organizational and time management skills with exceptional attention to detail.
• Ability to work independently, follow instructions, provide timely project updates, and escalate issues promptly.

Nice to Have

• Experience with Charm EHR or other electronic health record systems is a plus
• Familiarity with RingCentral phone systems is preferred
• Experience using Constant Contact or similar email marketing platforms is a plus
• Experience supporting hiring or onboarding processes
• Comfort using AI tools like Gemini or ChatGPT to streamline work is a plus

Why Join This Team

• Work directly with leadership on high-impact projects that shape the business
• Opportunity to build systems from scratch and leave your mark on operations
• Be part of a team that values efficiency, simplicity, and continuous improvement
• Grow your skills in Notion, AI tools, and healthcare operations

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

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.