Executive Assistant (Remote)

Executive Assistant

Location: Remote (Open to talent in South Africa and LATAM) Hours: 8:00 a.m. – 5:00 p.m. CST (US Central Time)

The Opportunity

We are representing a US-based medical education company that partners with healthcare providers and Key Opinion Leaders (KOLs) to deliver high-quality clinical programs. The company is seeking a detail-oriented, self-driven Executive Assistant to act as an operational right hand to the leadership team.

Role Overview

This is a hands-on operational role. You will manage provider communications, process payments, handle documentation, and help keep clinical programs running smoothly. The ideal candidate is highly organized, proactive, and comfortable working independently with minimal supervision.

Key Responsibilities

Communications & Outreach:

• Manage high-volume follow-up via emails and text messages (using a US messaging portal) to confirm event attendance and RSVPs.
• Adapt scripts and templates to maintain professional, polished correspondence with medical doctors and healthcare professionals.
• Liaise with medical writers to ensure deliverable timelines (slide decks, content) are met.

Financial Operations & Payments:

• Log in to company accounts to queue up payment transfers for healthcare providers.
• Prepare and organize payment batches for review before funds are released.
• Maintain absolute accuracy and timeliness in all financial logging.

Documentation & Compliance:

• Prepare and send personalized DocuSign packets and tax compliance forms to providers.
• Rigorous tracking of completion status and following up on outstanding documents.

AI-Assisted Workflows:

• Run content generation workflows using AI tools (Claude/ChatGPT).
• Follow specific digital instructions: uploading files, pasting documents, and queuing output for review.

Scheduling:

• Manage calendar coordination and schedule introductory calls between doctors and leadership using established templates.

Requirements

Professional English: Excellent written and verbal English skills are mandatory. You will have regular calls with the team and must be able to correspond professionally with medical professionals.

Operational Reliability: You are a self-manager who remembers to follow up without being reminded. You aim to reduce leadership workload, not add to it.

Technical Proficiency:

• Comfortable with Google Workspace (Gmail, Drive, Calendar) and DocuSign.
• Adept at navigating web-based messaging portals and running AI pipelines (training provided).

Cultural Fit: Experience working with international teams (including experience with Argentinian or global counterparts) is highly valued.

Schedule: Must be available to work the full 8-hour shift during 8:00 a.m. – 5:00 p.m. CST