Executive Administrative Assistant

• Coordinate and confirm daily laboratory pickups with healthcare partners, providers, and service teams.


• Manage incoming communications across phone, email, and messaging channels, ensuring timely and professional responses to client and partner inquiries.


• Maintain and organize compliance documentation, including verification records, authorization forms, and account files.


• Handle scheduling, travel arrangements, and calendar coordination for executives and internal teams.


• Provide comprehensive administrative support to leadership, sales, marketing, and operations teams.


• Update and maintain CRM systems with accurate lead data, client records, and engagement activity.


• Support outreach efforts including lead follow-ups, meeting scheduling, and proposal coordination.


• Assist in preparing presentations, pricing documents, proformas, and client-facing materials.


• Coordinate with vendors, partners, and logistics teams to ensure timely delivery of services and supplies.


• Support marketing initiatives such as campaign coordination, event invitations, and content preparation.


• Serve as a first point of contact for client and partner communications, ensuring responsiveness and clarity.


• Track expenses, invoices, reimbursements, and assist with basic bookkeeping and financial documentation.


• Coordinate operational logistics with clinical and phlebotomy teams for on-site service execution.


• Ensure seamless cross-department coordination to maintain high service quality and operational efficiency.

Requirements

• Minimum of 3 years of experience in executive assistant, administrative, or operational support roles.


• Strong written and verbal communication skills in English; Spanish is a plus.


• Excellent organizational and multitasking abilities with strong attention to detail.


• Proficiency with Google Workspace, Excel, and task or project management tools such as Slack or Monday.com.


• Experience working in remote environments and managing multiple priorities simultaneously.


• Ability to handle confidential information with discretion and professionalism.


• Comfortable working in healthcare-related or regulated environments involving coordination with clinical teams.


• Strong problem-solving skills with a proactive, hands-on approach to daily tasks.


• Experience with CRM systems and familiarity with marketing or design tools such as Canva or PowerPoint is a plus.


• High level of adaptability, reliability, and time management discipline.

Benefits

• Fully remote, full-time position open to candidates based in Latin America.


• Long-term opportunity within a stable and growing U.S. healthcare organization.


• Direct exposure to leadership and cross-functional business operations.


• Opportunity to work across diverse functions including operations, marketing, compliance, and client relations.


• Professional development in a fast-paced, mission-driven healthcare environment.


• Dynamic and collaborative remote work culture.


• Broad operational exposure supporting career growth in administrative and executive support roles.