Executive Assistant – Part-time

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Remote Raven

WebsiteLinkedInAll Job Openings

11 - 50 employees

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

Remote Raven is a company that connects businesses with highly qualified virtual assistants to fill various roles across multiple industries. They focus on providing professional, college-educated, and well-trained remote workers from the Philippines who can handle diverse tasks, including customer service, bookkeeping, digital marketing, HR, healthcare, and web development among others. Remote Raven ensures that these remote workers are fluent in English and hold relevant degrees or certifications. They offer a simple and affordable recruiting process without start-up fees, aiming to help companies streamline their staffing needs with reliable remote personnel.

📋 Description

• Manage appointment scheduling for new and existing clients, keeping the calendar accurate and up to date • Send appointment confirmations and reminders to parents via email • Monitor schedules for gaps, conflicts, and appointments requiring follow-up • Coordinate rescheduling requests and inform the practice owner of changes • Manage new client intake from initial inquiry through completed onboarding paperwork • Send intake forms, consents, and required documentation and track completion • Follow up with families who have incomplete intake materials • Verify intake documentation is complete and filed in the EHR before first appointments • Monitor EHR client files for complete, current, and organized documentation • Flag missing, incomplete, or expiring documents before compliance issues arise • Maintain organized, audit-ready records across active client files • Complete administrative documentation tasks in the EHR as directed • Review the week ahead and identify preparation, follow-up, or confirmation needs • Report pending, attention-needed, and completed items to the practice owner proactively • Build and maintain tracking systems for intake status, outstanding paperwork, and scheduling follow-ups • Flag issues early so the practice owner can focus on client care • Handle all family-facing communication exclusively via email • Respond promptly and empathetically to parent inquiries • Write routine scheduling, document-request, intake, and follow-up communications • Maintain a calm, organized, and reassuring communication tone

🎯 Requirements

• Highly organized and genuinely proactive in administrative work • Strong written communication skills with clear, warm, professional, and empathetic emails • Comfortable managing administrative tasks in a healthcare or therapy setting • Experience with intake coordination and documentation tracking • Discreet and professional handling sensitive client and family information • HIPAA compliance is required • Comfortable learning a new EHR system; full training provided • Reliable and available for consistent part-time hours each week • Self-directed in a remote environment without daily check-ins • Prior administrative support experience in a therapy practice, healthcare provider, or mental health clinic preferred • Familiarity with EHR or practice management platforms preferred • Experience managing new patient or client intake workflows preferred • Background communicating with families navigating healthcare, therapy, or child development services preferred • Part-time availability of 5 to 20 hours per week depending on client volume and workload • 100% remote work