Healthcare Executive Assistant

About the Role

We are looking for a sharp, proactive Healthcare Executive Assistant to support our leadership team on the operations and administrative side of the business. This is a non-clinical role. You will not be involved in patient care. Instead, you will keep operations running smoothly by organizing systems, researching healthcare regulations, supporting communications, and using AI tools such as Claude to work faster and smarter.

If you are organized, curious, comfortable with healthcare compliance language, and quick to adopt new technology, this role is for you.

Key Responsibilities

Executive and Operations Support

• Provide day-to-day administrative support to executives, including calendar management, scheduling, email triage, and travel coordination
• Prepare meeting agendas, take notes, and track action items to completion
• Build, document, and maintain internal systems, workflows, and filing structures
• Coordinate across internal teams and external partners to keep projects on schedule

Healthcare Regulatory Research and Compliance Support

• Read, interpret, and summarize healthcare regulations, policy updates, and industry guidance (e.g., HIPAA, CMS rules, state-level requirements) in clear, plain language for leadership
• Conduct research on healthcare trends, competitors, and operational best practices
• Flag regulatory changes or risks that may affect operations
• Help maintain organized records of policies, compliance documentation, and research findings

AI-Enabled Productivity

• Use Claude daily to draft documents, summarize research, analyze information, and automate repetitive tasks
• Write effective prompts and build repeatable AI workflows that improve team efficiency
• Review and fact-check AI outputs for accuracy before they are shared

Social Media Management

• Manage the organization’s social media accounts, including content planning, scheduling, posting, and community engagement
• Draft and publish healthcare-appropriate content that is accurate, professional, and compliant
• Track basic performance metrics and report on what is working

Requirements

• Proven experience as an Executive Assistant, Virtual Assistant, Operations Coordinator, or similar role
• Demonstrated proficiency using Claude or similar AI tools in a professional setting
• Experience managing social media accounts for a business or brand
• Ability to read, understand, and summarize healthcare regulations and technical documents
• Strong research skills with attention to accuracy and detail
• Excellent written and verbal communication in English
• Strong organizational skills and the ability to build and maintain systems
• Comfortable with tools such as Google Workspace or Microsoft 365, project management platforms (Asana, Trello, Notion, or similar), and scheduling tools
• Reliable internet connection and a quiet, professional remote workspace
• Ability to work in the EST time zone

Nice to Have

• Prior experience in a healthcare, health-tech, or regulated industry
• Familiarity with HIPAA and healthcare privacy requirements
• Experience with social media scheduling tools (Buffer, Hootsuite, Later) and design tools (Canva)
• Experience supporting C-level executives or founders

Key Competencies

• Discretion in handling confidential and sensitive information
• Initiative and the ability to work independently with minimal oversight
• Strong prioritization and time management
• Adaptability and eagerness to learn new tools
• Sound judgment and professionalism in all communications

What We Offer

• Remote work flexibility
• Choice of part-time or full-time engagement, depending on candidate availability and business needs
• Opportunity to work closely with leadership in the healthcare space