Executive Operations Assistant - 60235506476

Location: Remote 
Employment Type: Full-Time
Schedule: US Eastern Time Business Hours
Reports To: CEO

We are a fast-growing U.S.-based healthcare company helping patients gain access to FDA-approved diabetes management supplies through partnerships with physicians, manufacturers, and major insurance providers.

As the company continues to scale, we are looking for a highly organized and dependable Operations & Executive Assistant to support both day-to-day business operations and executive leadership.

This is a high-trust role that sits at the center of the organization and helps keep everything moving efficiently behind the scenes.

This position combines operations coordination, executive support, and front-line administrative assistance into one highly impactful role.

You will act as a central operational support partner for the business by managing inbound calls, handling administrative and documentation workflows, maintaining organizational systems, and supporting the CEO with scheduling, inbox management, and day-to-day priorities.

The ideal candidate is proactive, exceptionally organized, detail-oriented, and comfortable balancing multiple responsibilities in a fast-moving environment.

This role is perfect for someone who enjoys bringing structure to chaos, solving problems independently, and being the reliable operational backbone of a growing company.

• Manage day-to-day operational paperwork, documentation, and administrative workflows
• Assist with insurance contracts, credentialing paperwork, compliance documentation, and related operational processes
• Maintain an organized and scalable Google Drive structure, ensuring documents and files are easy to locate and properly maintained
• Track outstanding tasks, forms, renewals, and operational follow-ups
• Help improve organizational systems and internal processes as the company grows

• Answer inbound company calls professionally and efficiently
• Handle the majority of routine patient and operational inquiries independently
• Escalate complex or sensitive issues to the appropriate internal team member
• Communicate clearly, confidently, and empathetically with patients and partners
• Ensure all calls and interactions are documented accurately

• Manage the CEO’s calendar, scheduling, and meeting coordination
• Organize inbox communications and prioritize urgent items appropriately
• Draft professional email responses and internal communications
• Coordinate meetings, reminders, follow-ups, and day-to-day scheduling logistics
• Handle administrative “busy work” and operational tasks that free up executive bandwidth
• Serve as a reliable right-hand support partner to the CEO

• Fluent English communication skills, both written and verbal
• Professional and confident phone presence
• Strong organizational and time management skills
• Exceptional attention to detail and follow-through
• Ability to multitask across operations, administrative work, and executive support responsibilities
• Reliable high-speed internet connection, quiet remote workspace, and quality headset
• Availability during U.S. Eastern Time business hours or significant overlap
• Proficiency with Google Workspace, including Gmail, Google Drive, Calendar, Docs, and Sheets
• Comfortable handling confidential business and patient information
• Willingness to complete HIPAA training and follow compliance procedures

• Previous experience in healthcare administration, operations support, executive assistance, or office management
• Experience supporting founders, executives, or leadership teams
• Familiarity with insurance documentation, credentialing, or healthcare operations workflows
• Experience working in fast-paced startup or high-growth environments

• Highly organized and naturally process-oriented
• Someone who thrives on keeping inboxes, folders, calendars, and workflows clean and structured
• Trustworthy, discreet, and dependable when handling sensitive information
• Calm under pressure and capable of managing multiple priorities simultaneously
• A proactive self-starter who identifies issues early and takes initiative to solve them
• Tech-comfortable and quick to learn new systems and workflows
• Strong communicator with excellent judgment and professionalism
• Motivated to grow alongside a rapidly scaling healthcare company

• Operational tasks and documentation are completed accurately and on time
• The CEO’s schedule, inbox, and day-to-day workflow run efficiently
• Internal files, folders, and systems remain organized and easy to navigate
• Calls and administrative requests are handled professionally and promptly
• Important details, deadlines, and follow-ups never fall through the cracks
• Internal teams can rely on you as a consistent and proactive operational partner