Executive Assistant

• Manage paperwork and documentation workflows from start to finish
• Keep files accurate, organized, and up to date
• Prepare, submit, and track new vendor credit applications
• Review, send, and track NDAs and other agreements through signature
• Follow up with internal team members and external contacts to keep documents and tasks moving
• Schedule and coordinate meetings across calendars and time zones
• Maintain clear tracking systems so document and follow-up status is visible at a glance
• Communicate and collaborate using Google Workspace
• Use project management software such as Asana or Monday.com
• Provide proactive updates and flag issues early

• Assist with configuring, building out, and maintaining the backend of SimplePractice
• Coordinate transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records
• Consolidate Updox fax, Converge payment processing, and third-party bookkeeping into SimplePractice's unified billing and portal ecosystem
• Support administrative workflows for the January 1st office move, including provider credentialing address updates, phone-system adjustments, and website synchronization
• Manage overlapping professional and personal calendars
• Coordinate continuing medical education (CME) travel schedules and streamline daily appointments
• Process psychiatric prior authorizations
• Coordinate prescription refill workflows via EHR
• Organize electronic and uploaded document backlogs
• Manage practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries
• Serve as the primary point of contact for patients and families
• Handle sensitive interactions involving anxious clients, child custody desk requirements, and adolescent behavioral contexts
• Identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil according to practice protocols

Medical Practice Virtual Assistant

• Serve as the right hand to the CEO of a fast-growing construction technology company
• Manage the CEO’s calendar, daily schedule, and priorities
• Schedule meetings with multiple stakeholders
• Manage the CEO’s email inbox, answer questions, and handle outreach on his behalf
• Book business and personal travel, reservations, and arrangements
• Prepare the CEO for meetings, organize follow-up materials, and send meeting recaps
• Conduct research, review business proposals, retrieve files, and prepare documents
• Handle personal tasks such as paying bills and coordinating with insurance, rental property, and legal contacts
• Support a second company principal
• Take on office manager and ad hoc tasks as needed
• Use AI tools daily and grow into a proactive operator who anticipates needs
• Prepare an English resume in the required format and submit a one-minute introduction video as part of the application process

Executive Assistant to CEO

• Own and manage the executive's professional and personal calendar
• Schedule and coordinate meetings, appointments, calls, follow-ups, household appointments, and family-related commitments
• Screen and manage incoming email, text, and phone communications
• Draft, send, and follow up on correspondence on behalf of the executive
• Handle phone calls and relay accurate summaries
• Attend meetings and produce organized minutes of meetings
• Track action items, owners, and deadlines
• Distribute meeting notes and follow up on open items
• Prepare agendas, briefing notes, and background materials
• Manage Excel spreadsheets, trackers, and data files
• Summarize and organize data for leadership review
• Prepare reports and supporting materials
• Maintain organized digital filing systems
• Assist with personal scheduling, reservations, household logistics, errands, and research
• Support the executive's spouse with scheduling, communication, and coordination
• Sign off on documents or submissions as directed
• Research vendors, services, or information and present recommendations
• Anticipate needs and take initiative
• Maintain strict confidentiality across personal and business matters

Personal & Executive Assistant

• Manage incoming calls, emails, texts, and chats from pharmacies and clients related to prescriptions, prior authorizations, and labs in accordance with established service levels
• Troubleshoot e-prescription transmission issues to ensure medications are received by pharmacies without delay
• Process administrative medication tasks such as pharmacy transfers, brand-to-generic changes, and non-clinical prescription inquiries
• Track, document, and escalate missing prescriptions, refill needs, and symptom-related concerns to the RN or NP as appropriate
• Provide administrative support for lab requests, including GeneSight testing, EKGs, and other external diagnostics
• Upload lab results to the EMR for provider review
• Confirm completion of scheduled lab appointments and follow up with clients as needed
• Monitor and triage incoming faxes, uploading documents to client records and routing to the appropriate provider
• Ensure accurate, timely documentation of prescription, lab, and fax-related tasks in the EMR
• Prepare and organize draft notes in the EMR to support Nurse Practitioners with medication refills and follow-up care
• Process and manage release of information (ROI) requests, escalating complex cases to an RN when required
• Provide clients with treatment summaries or documentation from their medical record upon request
• Communicate with clients to provide updates on prescription or lab status, scheduling needs, and follow-up requirements
• Support RNs and NPs during urgent or crisis situations by carrying out delegated administrative tasks, such as contacting emergency services when directed
• Route requests appropriately to Care Team members and complete ad hoc tasks as delegated by RNs and NPs
• Consistently meet established KPIs and SLAs to ensure timely, accurate, and efficient nursing operations support

Nursing Operations Coordinator – Virtual Assistant

• Manage and organize the practice's Google Workspace
• Manage calendars and scheduling across the team
• Monitor the physician's and practice leadership's emails, flagging items requiring attention
• Ensure appointments and calendars are properly and accurately scheduled
• Coordinate communication across practice leadership, staff, and the existing patient coordinator
• Help ensure the physician knows upcoming locations, patients, situations, and communication needs
• Communicate with office members to keep everyone aligned
• Answer and place calls as needed, speaking clearly and knowledgeably with patients
• Track important administrative details and follow-ups
• Organize credentials, licensing-related administrative tasks, and other outstanding items
• Serve as a central organizational resource across the practice's day-to-day operations

Medical Admin / Executive Assistant – Rheumatology, Internal Medicine

• Manage and triage the founder’s inbox, including HR-related and general inbound emails
• Organise, prioritise and file emails and information
• Follow up on outstanding tasks, requests and issues
• Own day-to-day administrative items and proactively identify items needing attention
• Support the GM and Director of Operations with administrative tasks
• Reduce leadership bottlenecks by taking ownership of delegated tasks
• Follow up on outstanding insurance claims and related enquiries
• Track claim progress and maintain clear records
• Communicate with relevant parties to obtain updates and resolve outstanding items
• Escalate issues when required and ensure follow-ups are completed
• Use Claude, ChatGPT and other automation platforms to improve workflows
• Identify opportunities to automate repetitive administrative processes
• Assist with adoption of AI tools across the business
• Help build a culture of technology and automation use
• Learn and work within EOS processes and dashboards
• Monitor KPI dashboards and flag items requiring attention
• Support Salesforce CRM implementation and rollout
• Organise and improve digital systems and workflows
• Reorganise and maintain the company’s SharePoint drive and folder structure
• Improve document and information storage and access
• Establish practical information-organisation systems
• Provide dispatch and booking backup during peak periods
• Monitor incoming booking or dispatch requests and intervene when human support is required
• Support the AI-powered booking process and resolve issues manually
• Assist with dispatch-related administration and communication
• Provide additional support during busy periods, staff shortages or operational bottlenecks

Executive Assistant – AI-capable

• Manage leadership calendars and schedule internal, customer, partner, and vendor meetings
• Send meeting invitations, links, confirmations, and reminders
• Monitor and organize inboxes, prioritize messages, flag items requiring attention, and draft routine responses
• Attend internal meetings as a note-taker and document decisions, action items, and next steps
• Maintain action-item trackers and follow up on tasks and deadlines
• Prepare meeting agendas and gather documents and information
• Create, edit, and format documents, spreadsheets, presentations, and business materials
• Maintain organized files and folders in Microsoft 365 and SharePoint
• Track vendors, contracts, renewals, subscriptions, and software licenses
• Build and maintain lead lists and accurate CRM records
• Assist with social media scheduling, marketing activities, events, and webinar logistics
• Conduct basic research on companies, prospects, partners, events, and business topics
• Coordinate with vendors and organize invoices, receipts, and documentation
• Support onboarding for new customers and partners
• Maintain processes, checklists, and documentation for recurring administrative tasks
• Provide general administrative and operational support to company leadership

Executive Assistant – Co-Owners

• Answer patient calls, texts, and callbacks
• Schedule appointments for multiple therapists
• Verify insurance eligibility and benefits
• Review and submit claims in SimplePractice
• Support daily front-office operations
• Collaborate with the team

Healthcare Virtual Assistant – Mental Health Practice

• Request, verify, and upload supplier price lists, promotional rates, and Netrivals competitor mappings into ERP and Store systems
• Identify unassigned SKUs, evaluate potential supplier options, and add new sourcing partners to company systems
• Verify supplier order confirmations against internal purchase orders for pricing, items, and quantities
• Draft purchase orders as assigned
• Follow up with suppliers on delivery schedules and enter updated ETAs into WeClapp ERP
• Notify internal teams about updated delivery statuses
• Obtain transport quotes and generate shipping labels
• Coordinate with UPS, DHL, DSV, and other carriers for order delivery
• Prepare commercial invoices and resolve shipping delays or carrier inquiries
• Create and update SKU product data according to SOPs
• Screen operational emails
• Draft customer quotes or sales orders upon request

Executive Assistant jobs in Philippines