Executive Assistant (Job ID: BLEJAZ1EA)

IMPORTANT - Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0 C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT. PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH JOB TITLE EXECUTIVE ASSISTANT JOB ID BLEJAZ1EA INDUSTRY Medical LOCATION LATAM / South Africa JOB STATUS Full Time WORK SCHEDULE Monday to Friday, 9:00am to 6:00pm (EST) SALARY $2000 to $2500 per month TARGET START DATE ASAP ROLE OVERVIEW About the Client: Our client is a high-growth entrepreneur and healthcare founder based in New Jersey (EST) who leads a multi-specialty medical practice spanning pain management, chiropractic care, physical therapy, and orthopedics. Beyond healthcare operations, he manages an expanding real estate portfolio of 9 rental properties, an active commercial construction project, and the upcoming launch of a high-end Med Spa. Operating across multiple high-stakes ventures, he requires a sharp, adaptable administrative anchor to streamline operational chaos, manage key stakeholders, and free up critical bandwidth for strategic growth. About the Role: Are you a forward-thinking, operationally sharp Executive Assistant looking to serve as the strategic right hand to a visionary leader? As the founder’s first dedicated Executive Assistant, you will play a central role in driving structure across healthcare, real estate, and new business ventures. This is not a passive task-managing role—you will actively optimize workflows, untangle administrative bottlenecks, and establish delegation systems from the ground up. If you thrive on variety, balance high-level oversight with fine-detail execution, and take pride in keeping multi-faceted projects moving seamlessly, this position offers an extraordinary opportunity to shape an executive's daily operations. Key Responsibilities Financial & Real Estate Support Bookkeeper Liaison: Assist with organizing and compiling monthly bank and credit card statements across business accounts, serving as the daily point of contact for the external bookkeeping team. Basic Financial Entry: Perform light data entry in QuickBooks using designated user permissions. Property Tracking: Maintain organized operational spreadsheets to track updates for a 9-property rental portfolio. Inbox, Admin & Operations Inbox Triage: Monitor incoming emails, highlight urgent items, and draft preliminary responses for the founder's review. Administrative Operations: Assist with back-office paperwork, digital document distribution, and operational follow-ups. Communications: Handle vendor outreach via business VoIP softphone, email, or messaging apps. Vendor Coordination & New Projects Project Support: Help research and vet third-party vendors (e.g., marketing/SEO agencies for the new Med Spa launch). Meeting Summaries: Sit in on vendor discovery calls to record key takeaways, take meeting notes, and summarize action items. System Migration: Assist with initial data entry and setup during the ongoing transition to the ModMed EHR system. Travel & Personal Logistics Travel Coordination: Manage monthly travel logistics (flights, hotels, and itineraries) for regular work trips. Personal Support: Assist with occasional personal administrative tasks to keep the founder’s schedule running seamlessly. SOPs, AI & Daily Alignment SOP Creation: Document step-by-step processes for daily workflows to build a clear internal knowledge base. AI Productivity: Leverage AI tools (such as Claude or ChatGPT) to help troubleshoot daily workflows, automate routine tasks, and improve overall efficiency. Qualifications, Skills & Requirements Executive Support Experience: Proven track record as an Executive Assistant, Operations Assistant, or right-hand partner supporting busy business owners or executives. Communication Skills: Exceptional written and spoken English skills with clear, professional articulation across phone, email, and messaging platforms. (Bilingual Spanish is a plus, but not required!) Tech & Spreadsheet Savvy: Proficiency with Microsoft Office (Excel & Word) and Gmail. Basic familiarity with QuickBooks (or willingness to learn basic data entry). Comfort using modern tools like VoIP softphones, video conferencing platforms, and AI tools (such as Claude). Self-Starter Mindset: Proactive, solutions-oriented, and comfortable taking ownership of tasks to free up executive time. Discretion & Trust: High level of integrity when handling confidential business, financial, and personal information.