Medical Executive Assistant & Practice Operations Coordinator

Position Title: Medical Executive Assistant & Practice Operations CoordinatorPosition Type: Part-TimeWork Schedule: Monday–Friday | 9:00 AM – 1:00 PM EDTSalary: $5–$6 per hour (depending on experience)Job Code: JB-PMSWork Setup: RemotePreferred Candidate

Location: Philippines (PH)About the RoleOur 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 ResponsibilitiesMedical & Licensing SupportAssist with licensing and compliance requirements for an aesthetic medicine practiceAnswer patient calls and manage patient inquiries professionallyHandle patient-related questions and scheduling coordinationSupport the launch and day-to-day administrative operations of the practiceEmail & Administrative ManagementManage and organize emails across six different business email accountsSort, prioritize, and respond to emails in a timely mannerUnsubscribe from junk mail and maintain organized inbox systemsHandle calendar management and schedulingConduct follow-ups on various business and operational mattersVacation Rental & Property CoordinationRespond to VRBO and vacation rental booking requestsCoordinate with cleaning staff for property turnoversFollow up with handymen, contractors, and maintenance providersAssist with ongoing rental property operations and coordinationGeneral Business SupportProvide executive-level administrative support across multiple businessesHelp improve organization and workflow systemsAssist with personal and professional task managementSupport ongoing operational growth and business expansion initiativesTop Priorities for This RoleEmail Management – Organizing multiple inboxes, responding to important communications, and eliminating unnecessary email clutterPatient Call Management & Scheduling – Assisting with patient communication and scheduling for the aesthetic medicine practice launchVacation Rental Coordination – Managing booking requests, cleaning coordination, and maintenance follow-ups for rental propertiesRequirementsMedical education or healthcare-related background is preferred but not strictly requiredPrevious experience working as a Virtual Assistant, Executive Assistant, or Medical Executive Assistant is strongly preferredExperience in medical office management, clinical support, or healthcare administration is highly preferredMedical license (Doctor, Nurse, PT, etc.) is a plus but not requiredSkills & QualificationsStrong understanding of medical terminology and healthcare operationsExcellent customer service and patient communication skillsStrong administrative and organizational abilitiesAbility to manage multiple priorities and businesses simultaneouslyExperience with calendar management, email management, and schedulingStrong problem-solving and independent decision-making skillsComfortable working with minimal structure and adapting to evolving prioritiesResponsive and reliable with phone and text communicationAble to work effectively despite a 12-hour time differencePersonal QualitiesHighly organized and detail-orientedProactive and self-motivatedFlexible and adaptable to changing needsAble to “go with the flow” in a dynamic work environmentDependable, resourceful, and solutions-orientedProfessional, intelligent, and capable of working independentlyBasic requirementsMust be proficient in speaking and writing English very clearlyMust have relevant work experienceBe 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 requirementsDevice: 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.BenefitsDedicated 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.