Executive Assistant

🔥 1 hour ago

🇿🇦 South Africa – Remote

💵 $2k - $2.5k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 13%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

Apply Now

Find Similar Remote Jobs

InsideOut

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2015

🎯 Recruiter

🤝 B2B

Recruitment • B2B

InsideOut is a recruiting and placement service that sources, screens, and delivers pre-vetted virtual assistants (VAs) and specialists for small businesses and solopreneurs. They provide a done-for-you hiring process—booking a strategy call, sourcing candidates from strategic regions (Philippines, Latin America, South Africa, Egypt), delivering a curated shortlist within 5–7 business days, and supporting offer negotiations and onboarding. InsideOut emphasizes cost-effective global talent (hourly ranges listed by region), a six-month replacement guarantee, pay-only-when-you-hire pricing (no subscriptions), and ongoing post-hire support. Roles covered include general and executive assistants, sales, operations/HR, marketing and creative, and accounting/bookkeeping, targeting U. S. businesses that want to scale by outsourcing administrative and specialist tasks.

📋 Description

• Serve as the primary responder for incoming calls through the softphone system • Manage patient consultations, procedures, and treatment schedules using Acuity and Google Calendar • Conduct 48-hour and 24-hour appointment confirmations, verify deposits, and join patient video calls when needed • Track prospective patients from advertising or website inquiries through consultations and procedures in Zoho CRM • Maintain complete patient records, including lead sources, treatment plans, and amounts • Create patient folders in Dropbox and set up vitality portal accounts • Coordinate quotes with the sales team and front desk • Prepare invoices, verify financing, collect deposits, preload prescriptions through RXNT, and send intake forms • Follow up with patients regarding recovery, post-procedure instructions, medications, and appointments • Escalate medical concerns and clinical questions to the doctor • Process prescription orders through Pure, Empower, VPI, and compounding pharmacies • Track pharmacy shipments and assist patients with pharmacy portal access and inquiries • Review Dropbox uploads, match patient photos to records, and maintain photo documentation • Coordinate creative workflows with contractors, image editors, and videographers • Maintain Canva templates, social media schedules, and marketing tracking sheets • Liaise with marketing partners, vendors, and external contractors • Attend meetings, prepare minutes, track action items, and follow up on the founder's tasks • Monitor clinical inventory and order supplies through Henry Schein and other vendors • Organize vendor invoices and payment deadlines for founder review • Prepare regular financial and Zoho KPI reports • Manage and prioritize the founder's inbox and professional and personal calendars • Handle personal purchasing requests when needed • Maintain daily communication through Slack • Use Claude for problem-solving, drafting, workflow improvements, and marketing or operational automations • Document recurring processes into standardized SOPs

🎯 Requirements

• Mid-to-senior-level experience as an Executive Assistant or Virtual Assistant • Experience handling Protected Health Information (PHI) • Willingness and ability to sign a Business Associate Agreement (BAA) • Willingness and ability to complete HIPAA training • Excellent spoken and written English skills • Female candidate required • Confident and presentable during virtual patient consultations • Professional appearance and appropriate video-call background • Proactive, independent problem solver and self-starter • Advanced proficiency with Claude for prompting, projects, workflow automation, drafting, and operational problem-solving • Proficiency with Google Workspace, Dropbox, and Slack • Dependable home office, stable high-speed internet, reliable computer, and smartphone • Based in LATAM (preferred) or South Africa • Preferred: hands-on experience with Zoho CRM, Acuity Scheduling, or RXNT • Preferred: experience with CareCredit, Cherry, or PatientFi • Preferred: experience supporting hair restoration, aesthetic clinics, medical practices, or healthcare businesses • Preferred: familiarity with Pure, Empower, and VPI pharmacy ordering systems • Preferred: experience coordinating digital marketing, social media, graphic design, or video production workflows • Bilingual English and Spanish is a strong advantage

🏖️ Benefits

• Opportunity to become a trusted operational partner to a physician-founder • Opportunity to leverage AI tools such as Claude to improve processes and build automations • Opportunity to help create scalable operational systems and standardized operating procedures • Remote work arrangement • Monday to Friday, 9:00 AM–5:00 PM Central Time schedule

📊 Check your resume score for this job

Improve your chances of getting an interview by checking your resume score before you apply.

Upload Resume