Executive Assistant

InsideOut

. Triage high-volume email traffic, manage complex scheduling, protect the executive's time, and flag urgent action items .

Posted 11/3/2026full-timeRemote • South AfricaJuniorMid-Level💰 $2,000 - $2,500 per monthWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in high-level administrative support, including executive scheduling, travel logistics coordination, and compliance documentation management. Proficient in utilizing AI productivity tools and Microsoft 365 to optimize workflows and enhance operational efficiency.

Highest-signal resume keywords

Executive Support ExperienceAI Productivity Tools ProficiencyHIPAA Compliance AwarenessHealthcare Administration ExperienceAdvanced Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Scheduling ManagementTravel Logistics CoordinationCompliance Documentation ManagementOperational Spreadsheet OptimizationStandard Operating Procedures Documentation

Soft Skills

Critical ThinkingStructured Problem SolvingAdaptabilityCommunication Skills

Tools & Technologies

ClaudeMicrosoft 365OutlookExcelWord

Certifications & Qualifications

HIPAA Compliance Training

Industry Keywords

Healthcare AdministrationMedical StaffingFacility Management

About the role

Key responsibilities & impact

Triage high-volume email traffic, manage complex scheduling, protect the executive's time, and flag urgent action items
Coordinate end-to-end travel logistics, including flights, ground transport, and itinerary schedules
Support new hire onboarding processes, including benefits administration, health insurance enrollment, and 401(k) setup coordination
Monitor medical and facility license renewal dates, track deadlines, and maintain compliance documentation for managed facilities
Maintain, structure, and optimize operational spreadsheets and dashboards to provide visibility into company metrics
Document recurring workflows into standard operating procedures and leverage Claude/AI tools to optimize administrative procedures
Communicate directly with vendors, coordinate and schedule provider interviews, and follow up on outstanding deliverables
Provide high-level administrative support and operational and personal coordination for the founder

Requirements

What you’ll need

2 to 5 years of proven experience supporting senior executives or business owners in a high-level administrative capacity
Native or first-language-level English fluency (C1 required) with polished, nuanced verbal and written communication
Demonstrated ability to bring critical thinking and structured solutions rather than relying solely on direct instruction
Comfortable balancing executive-level business support with daily operational and personal coordination tasks
Hands-on experience or rapid adaptability using AI productivity tools, specifically Claude, for drafting, data formatting, and process creation
Ability to operate reliably within secure systems for sensitive business records, credential managers, and spend-controlled purchasing tools
Familiarity with or willingness to obtain HIPAA awareness/compliance training
Prior experience in healthcare administration, medical staffing, or facility management is preferred
Proficiency with Claude, Microsoft 365, Outlook, Excel, and Word
Based in South Africa or LATAM
Availability Monday to Friday, 9:00 AM to 5:00 PM Eastern Time (ET)