Executive Assistant

• Update and swap ad creatives, including text overlays and resizes, in Meta Ads Manager using Canva or CapCut
• Update ad copy across headlines, primary text, and descriptions for multiple client accounts based on instructions and test plans
• Maintain and edit funnels, workflows, automations, pipelines, and email/SMS sequences within GoHighLevel
• Organize and manage multiple client ad accounts and CRM environments using naming conventions, systems, and checklists
• Follow written SOPs and video walkthroughs accurately while maintaining speed and accuracy
• Proactively flag unclear instructions, potential issues, and account inconsistencies
• Support basic reporting by pulling performance screenshots and exporting data as needed
• Participate in a four-stage selection process involving recruiting, technical, cultural fit, and final C-level interviews

Marketing Virtual Assistant – GoHighLevel, Meta Ads Execution

• Assist with social media management and content scheduling
• Support email marketing and marketing campaigns
• Conduct online research and competitor research
• Assist with lead generation and prospecting
• Research potential clients and maintain lead lists
• Update CRM records and assist with follow-ups
• Manage emails, data entry, documents, spreadsheets, and reports
• Maintain accurate records and databases
• Provide general administrative and operational support
• Respond to customer inquiries through email, chat, or other platforms
• Resolve basic customer concerns and escalate issues when needed
• Maintain accurate customer information and records

Virtual Assistant

• Create medical chronologies from medical records, organizing visits, diagnoses, imaging, procedures, and treatment into accurate timelines
• Conduct cost analysis of medical and non-medical services tied to current and future care needs
• Coordinate medical-legal encounters by email with attorney offices and medical-legal contacts
• Prepare deposition and trial binders with complete, organized records, reports, and exhibits
• Meet report deadlines and track deliverables to completion
• Schedule and convert patient inquiries and referrals into booked appointments
• Confirm and reschedule appointments and manage calendars
• Verify insurance coverage for incoming patients
• Communicate with attorney offices and referral sources
• Draft letters and emails using established templates and proofread documents
• Document every patient interaction accurately and completely

Bilingual Medical-Legal Virtual Assistant – Clinical Background Required

• Answer approximately 30 inbound patient calls per day and respond to general questions
• Schedule and coordinate patient appointments while maintaining accurate information
• Look up patient records and navigate digital systems to locate relevant information
• Receive documents through digital eFax and upload them accurately into appropriate patient records/systems
• Support basic administrative tasks, follow-ups, and document management
• Maintain confidentiality and handle patient information responsibly
• Use VoIP, digital eFax, patient portals, and other clinic systems
• Remotely support New Jersey clinics and reduce administrative workload for medical staff

Bilingual Patient Services Representative – Virtual Assistant

• Apoiar o fundador e CEO nas operações profissionais e pessoais, permitindo que ele se concentre em estratégia, crescimento e liderança.
• Gerenciar e otimizar a agenda e a caixa de entrada do CEO, incluindo agendamentos, blocos de foco, acompanhamentos, sinalização de prioridades e respostas adequadas em nome do CEO.
• Manter o alinhamento entre as agendas profissional e pessoal.
• Prestar suporte de escrituração contábil e contabilidade utilizando o QuickBooks.
• Prestar suporte à elaboração e gestão de contratos para conformidade governamental e assistência secundária em marketing.
• Documentar, organizar e aprimorar os fluxos de trabalho e os Procedimentos Operacionais Padrão da empresa no Notion.
• Apoiar os sistemas internos de accountability, acompanhamento de tarefas e delegação entre as operações e a estrutura da equipe.
• Gerenciar a configuração de faturamento de clientes, faturas mensais, comissões e reembolsos.
• Manter registros financeiros digitais precisos e organizados.
• Planejar e gerenciar voos, acomodações, inscrições em conferências, itinerários e um calendário anual com 8 a 9 eventos do setor.
• Atuar como principal elo de comunicação entre o CEO, a equipe interna e parceiros externos.
• Fornecer atualizações e resumos estruturados sobre prioridades, progresso e prazos.
• Apoiar sistemas de time-blocking e produtividade.
• Manter as proteções de cibersegurança e administrar adequadamente o acesso restrito à agenda e ao e-mail.
• Apoiar as operações de gestão de propriedades e executar tarefas no nível de assistente de gestão de propriedades.
• Utilizar Notion, Slack, Google Workspace, Todoist ou plataformas similares, Appfolio e LeadSimple nas operações e na comunicação.
• Comunicar-se por meio de interações diárias no Slack, reuniões semanais de acompanhamento no Zoom e resumos por e-mail.

Executive Assistant – CEO Support, Real Estate Experience

• Manage calendars and coordinate appointments, meetings, and travel arrangements for executives
• Serve as the primary point of contact between executives and internal/external stakeholders
• Use AI tools to help prepare reports, presentations, and correspondence
• Handle confidential information with discretion and professionalism
• Organize and maintain files, records, and documentation using modern digital systems
• Coordinate special projects and support cross-functional teams as needed
• Respond to and prioritize incoming communications on behalf of executives
• Identify opportunities to streamline workflows using AI and automation tools

• Manage the Managing Partner's calendar, including client consultations, partner meetings, and personal commitments
• Coordinate availability across multiple calendars and confirm meeting logistics, dial-ins, and materials
• Identify and resolve scheduling conflicts and double-bookings
• Triage the Managing Partner's email and handle or delegate non-priority items
• Draft follow-up emails after consultations covering discussion points, filing options, and next steps
• Prepare cost breakdowns, document requests, and status updates using call transcripts and notes
• Draft internal communications and firm announcements on the Managing Partner's behalf
• Request intake documents such as passport bio pages, CVs, and immigration status evidence
• Collect supporting materials for active cases, including financial records, business documents, employer letters, and LCAs
• Track case status, filing deadlines, and status-expiration dates, and flag time-sensitive items
• Update case and contact records in Salesforce
• Prepare agendas and briefing materials for client calls, partner meetings, and strategy sessions
• Record and send meeting minutes with decisions, action items, owners, and deadlines
• Pull pipeline, billing, and production data from firm reports and summarize it before partner reviews
• Research visa category requirements, procedural questions, and filing logistics
• Screen and prioritize requests directed to the Managing Partner
• Coordinate with attorneys, paralegals, and administrative staff to keep matters moving

Executive Assistant – Senior

• Own end-to-end scheduling for multiple senior leaders
• Proactively manage shifting priorities and catch conflicts before they happen
• Build and communicate meeting invites and maintain calendar norms
• Coordinate scheduling across US Eastern and Pacific time zones
• Book flights, accommodations, and ground transportation
• Build detailed itineraries accounting for time zones and back-to-back meetings
• Handle travel rebooking and troubleshooting, including conference travel and hotel blocks
• Process invoices and bill payments
• Create and submit expense reports, including coding, documentation, and reimbursements
• Make outbound calls on behalf of senior leaders
• Book appointments, confirm meetings, and follow up with external contacts
• Assist with logistics planning for team events, offsites, and retreats
• Build lightweight processes and SOPs as the company grows

Executive Assistant jobs in Colombia