Executive Secretary Virtual Personal Assistant  

We are seeking a highly organized, proactive, and detail-oriented Executive Secretary / Virtual Personal Assistant to provide comprehensive administrative, executive, and healthcare operations support to senior leadership within a medical practice. The ideal candidate will play a critical role in managing executive schedules, coordinating clinic operations, facilitating communication between stakeholders, and ensuring the smooth execution of both administrative and healthcare-adjacent workflows.

Executive Support

• Manage executive calendars, appointments, clinic schedules, and meetings.
• Coordinate virtual and in-person consultations, clinic sessions, and executive meetings.
• Prepare meeting agendas, reports, presentations, summaries, and meeting minutes.
• Monitor and manage emails, messages, and correspondence on behalf of executives.
• Track action items and follow-ups to ensure timely completion of tasks.
• Handle confidential business and patient information with professionalism and discretion.
• Administrative & Healthcare Operations Support
• Assist in coordinating clinic operations, patient scheduling, and workflow management.
• Support appointment booking, rescheduling, and patient coordination activities.
• Collaborate with clinic staff, healthcare professionals, and external partners.
• Organize and maintain patient-related documents and records in compliance with company policies.
• Assist with referral coordination, follow-up tracking, and non-clinical care coordination processes.
• Support the implementation and improvement of clinic procedures, systems, and standard operating procedures (SOPs).

Administrative Management

• Organize and maintain digital files, databases, records, and documentation
• Prepare reports, spreadsheets, presentations, and executive summaries.
• Track project timelines, deadlines, and deliverables.
• Coordinate with internal departments, vendors, and external stakeholders.

Personal Assistance

• Manage personal appointments, schedules, and commitments of the executive.
• Arrange travel, accommodations, and logistical requirements.
• Assist with personal administrative tasks as assigned.
• Maintain reminders for important events, deadlines, and commitments.

Communication & Coordination

• Serve as a primary point of contact for internal and external stakeholders.
• Draft professional emails, letters, reports, and other business correspondence.
• Coordinate activities across administrative and clinical teams

General Support

• Assist with special projects and operational improvement initiatives.
• Identify opportunities to streamline administrative and clinic workflows.
• Provide flexible support across executive, business, and healthcare-related functions as needed.

Qualifications

Education

• College graduate preferred.
• Bachelor's degree in Business Administration, Healthcare Administration, Communications, or a related field is an advantage.

Experience

• Minimum of 2 years of experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or similar role.
• Experience supporting executives, business owners, or healthcare professionals is highly preferred.
• Exposure to healthcare, clinic, or medical practice operations is a strong advantage.
• Experience coordinating schedules, projects, and executive-level administrative functions.

Technical Skills

• Proficiency in Google Workspace (Docs, Sheets, Slides, Gmail, Calendar).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using scheduling tools such as Calendly or Acuity Scheduling.
• Familiarity with collaboration and communication platforms such as Slack, Microsoft Teams, and Zoom.
• Experience with project management tools such as Asana, ClickUp, or Trello.
• Familiarity with CRM platforms, EMR/EHR systems, or healthcare management software is an advantage.