AI-Supercharged Executive Assistant

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an AI-Supercharged Executive Assistant based in the United States. This is a full-time, remote opportunity supporting U. S. -based healthcare practice owners with high-level administrative and operational needs. You’ll take ownership of calendars, inboxes, tasks, projects, meetings, reporting, and day-to-day follow-through. The role combines traditional executive assistance with hands-on use of AI tools to make communication and workflows faster and more effective. You’ll work within a structured AI environment where technology supports your work, while your judgment ensures everything is accurate, appropriate, and aligned with the practice owner’s voice. You’ll receive structured AI training, ongoing one-on-one coaching, and access to a community of professionals performing similar work. This is an opportunity to become a trusted operational partner while developing practical expertise in AI-powered executive support within healthcare. Accountabilities - Own and maintain the practice owner’s calendar, including time blocking, protected focus periods, color coding, meeting confirmations, personal appointments, and travel coordination when applicable. - Manage the owner’s inbox by triaging messages, handling routine requests, drafting communications, escalating decisions appropriately, and ensuring urgent matters are surfaced within defined response windows. - Use AI tools to prepare email drafts, calendar summaries, meeting agendas, reports, and other materials while reviewing all AI-generated content before it is shared. - Maintain a centralized task tracker covering commitments, owners, deadlines, and follow-ups, ensuring work consistently moves from assignment through completion. - Coordinate projects across the owner, internal staff, patients or clients, and vendors, breaking larger initiatives into actionable steps and monitoring milestones.

- Prepare meeting agendas, presentations, slide decks, and same-day meeting recaps with clearly assigned action items. - Deliver daily and weekly summaries that give the practice owner a clear view of priorities, progress, outstanding items, and completed work. - Pull information from CRMs, EMRs, spreadsheets, and other systems, validating data and spot-checking figures before reports are distributed. - Support patient and client follow-up, referrals, waitlists, scheduling workflows, invoices, PTO tracking, vendor coordination, and compliance reminders as applicable to the practice. - Create and maintain SOPs for recurring processes and continuously improve workflows based on what works in practice. - When applicable, monitor social media and Google or Yelp reviews and prepare responses for the owner’s approval. - Maintain the AI environment’s brand-voice resources and continuously refine workflows through weekly coaching and real-world feedback. - Protect patient, staff, and business information at all times and maintain strict HIPAA compliance. AI-generated communications must always be reviewed before being sent to patients, staff, or other external contacts. Requirements - 1–3 years of relevant professional experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting a business owner, executive, or senior leader. - Hands-on experience using AI tools to support real business or administrative work. - Strong project coordination, organization, and task-management skills, with a demonstrated ability to follow work through to completion. - Excellent time management and prioritization skills, with the ability to manage competing deadlines without losing track of details. - Strong presentation skills and the ability to create clear, polished slide decks for meetings, training sessions, and business conversations.