Medical Executive Assistant & Practice Operations Coordinator

Position Title: Medical Executive Assistant & Practice Operations Coordinator

Position Type: Part-Time

Work Schedule: Monday–Friday | 9:00 AM – 1:00 PM EDT

Salary: $5–$6 per hour (depending on experience)

Job Code: JB-PMS

Work Setup: Remote

Preferred Candidate Location: Philippines (PH)

About the Role

Our client is seeking a highly organized, proactive, and resourceful Medical Executive Assistant & Practice Operations Coordinator to support a busy radiologist and entrepreneur launching an aesthetic medicine practice while simultaneously managing multiple businesses and rental properties.

This role is ideal for someone with a strong administrative background, medical office knowledge, and exceptional multitasking abilities. You will play a critical role in helping streamline daily operations, manage communications, coordinate patient interactions, and reduce operational overwhelm across both professional and personal responsibilities.

She is looking for someone who can thrive in a fast-paced environment, adapt to changing priorities, think independently, and take initiative without constant supervision. If you are detail-oriented, dependable, tech-savvy, and enjoy helping businesses run smoothly, we would love to hear from you.

Key Responsibilities

Medical & Licensing Support

• Assist with licensing and compliance requirements for an aesthetic medicine practice
• Answer patient calls and manage patient inquiries professionally
• Handle patient-related questions and scheduling coordination
• Support the launch and day-to-day administrative operations of the practice

Email & Administrative Management

• Manage and organize emails across six different business email accounts
• Sort, prioritize, and respond to emails in a timely manner
• Unsubscribe from junk mail and maintain organized inbox systems
• Handle calendar management and scheduling
• Conduct follow-ups on various business and operational matters

Vacation Rental & Property Coordination

• Respond to VRBO and vacation rental booking requests
• Coordinate with cleaning staff for property turnovers
• Follow up with handymen, contractors, and maintenance providers
• Assist with ongoing rental property operations and coordination

General Business Support

• Provide executive-level administrative support across multiple businesses
• Help improve organization and workflow systems
• Assist with personal and professional task management
• Support ongoing operational growth and business expansion initiatives

Top Priorities for This Role

1. Email Management – Organizing multiple inboxes, responding to important communications, and eliminating unnecessary email clutter
2. Patient Call Management & Scheduling – Assisting with patient communication and scheduling for the aesthetic medicine practice launch
3. Vacation Rental Coordination – Managing booking requests, cleaning coordination, and maintenance follow-ups for rental properties

• Medical education or healthcare-related background is preferred but not strictly required
• Previous experience working as a Virtual Assistant, Executive Assistant, or Medical Executive Assistant is strongly preferred
• Experience in medical office management, clinical support, or healthcare administration is highly preferred
• Medical license (Doctor, Nurse, PT, etc.) is a plus but not required

Skills & Qualifications

• Strong understanding of medical terminology and healthcare operations
• Excellent customer service and patient communication skills
• Strong administrative and organizational abilities
• Ability to manage multiple priorities and businesses simultaneously
• Experience with calendar management, email management, and scheduling
• Strong problem-solving and independent decision-making skills
• Comfortable working with minimal structure and adapting to evolving priorities
• Responsive and reliable with phone and text communication
• Able to work effectively despite a 12-hour time difference

Personal Qualities

• Highly organized and detail-oriented
• Proactive and self-motivated
• Flexible and adaptable to changing needs
• Able to “go with the flow” in a dynamic work environment
• Dependable, resourceful, and solutions-oriented
• Professional, intelligent, and capable of working independently

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.