Executive Administrative Assistant

Our client is looking for a Full-Time Executive Administrative Assistant to provide high-level administrative and operational support to a dynamic healthcare organization. Over the past few years, they have grown into a respected multi-entity company within the U.S. healthcare industry, recognized for their innovative approach to clinical laboratory operations, home health services, and patient-centered care solutions. This role is ideal for a resourceful, dependable, and detail-oriented professional who thrives in a fast-paced, entrepreneurial environment. The selected candidate will oversee a broad range of administrative functions—supporting business operations, sales, marketing, compliance, and customer service—while ensuring communication flows seamlessly across all teams. Responsibilities Coordinate and confirm daily lab pickups for healthcare accounts and service providers. Respond promptly to customer inquiries by phone, email, or text—addressing pickup requests, result updates, and supply needs. Organize and maintain compliance documentation, including signature-on-file forms and account verifications. Manage travel bookings, hotel arrangements, and meeting schedules for executives and staff. Provide comprehensive administrative assistance to management and the sales team. Maintain and update CRM systems with accurate sales prospects, lead details, and contact information. Assist with outreach—contacting leads, scheduling meetings, and following up on proposals. Support in preparing proformas, pricing quotes, and informational materials for clients and partners. Liaise with vendors and partners to coordinate product deliveries, resolve account inquiries, and manage logistics. Collaborate on marketing initiatives, including the creation of flyers, presentations, and digital content. Coordinate educational event invitations and outreach campaigns for target audiences. Serve as the first point of contact for client communications, ensuring prompt and professional responses. Manage case inquiries from healthcare partners, providing timely updates and documentation. Track expenses, receipts, invoices, and reimbursements; assist with basic bookkeeping and accounting support. Coordinate with phlebotomy teams for on-site sample collection and confirm related logistics. Ensure smooth coordination across departments to maintain high service standards and operational efficiency. Requirements Proven background in administrative, executive, or operational support roles. Exceptional written and verbal communication skills in English (Spanish is a plus). Highly organized, with excellent multitasking and prioritization abilities. Proficiency in Google Workspace, Excel, and task management platforms (e.g., Monday.com, Slack). Ability to adapt quickly, learn new systems, and handle confidential information with professionalism. Comfortable working in a healthcare-related setting and coordinating with clinicians, labs, and vendors. Available for extended communication hours only when necessary (SMS - Phone calls). Qualifications Minimum of 3 years in administrative, operations, or executive assistant roles. Familiarity with CRM tools, email marketing platforms, and light design applications (e.g., Canva, PowerPoint). Experience managing multiple projects simultaneously in a remote environment. Strong interpersonal and problem-solving skills, with a proactive and entrepreneurial mindset. Excellent attention to detail, time management, and follow-up discipline. Comfortable balancing day-to-day execution with long-term organizational planning. Benefits Full-time, 100% remote position — available to candidates based in Latin America. Stable and long-term opportunity in the U.S. healthcare industry. Direct collaboration with leadership and multi-disciplinary teams. Exposure to diverse functions, from operations and marketing to client relations and compliance. Professional growth in a fast-evolving, mission-driven organization.