Executive Assistant

About the job
Position : Executive Assistant

Work Hours (Client) : US Business Hours

Pay Range : $1000 – $1500 USD/month (varies based on skill set and experience level)

Location of Search : Philippines, Latin America, South Africa, or Any Region

Work Location : REMOTE

Company/Client Overview

The company offers three types of services

Medical Director Services
Supervising or Collaborating Services
Professional Corporation Ownership Services

Duties And Responsibilities

The Force Multiplier Mandate

We are seeking to engage a true strategic partner for our CEO, a highly accomplished dermatologist and entrepreneur. This is not a conventional administrative position; it is an opportunity for a world-class Executive Assistant to serve as a “Force Multiplier”—an indispensable partner whose primary mission is to manage the CEO’s complex professional and personal life, enabling him to focus on his clinical practice and strategic business growth. The successful candidate will be the central point of contact for the CEO, tasked with creating a seamless, predictive, and impeccably managed ecosystem across his life. The ultimate goal of this role is to provide the CEO with absolute “peace of mind.”

The Strategic Impact: Enabling Executive Focus and Velocity

The CEO maintains a demanding schedule, with long clinical hours from Monday to Wednesday, followed by Thursdays and Fridays dedicated to travel and oversight of his business ventures. The Strategic Executive Assistant is the operational hub that makes this possible. By acting as a sophisticated and proactive manager of his time, communications, and logistics, you will protect his most valuable asset—his focus. The value of this role is measured not by tasks completed, but by the executive bandwidth and personal equilibrium it creates. You are the key to unlocking the next level of effectiveness for a leader balancing a clinical career with multiple entrepreneurial ventures.

Key Areas of Responsibility

The responsibilities of this role are organized into three primary domains of ownership. The candidate is expected to assume complete stewardship over these areas with a high degree of autonomy, discretion, and foresight.

Domain 1: Comprehensive Personal & Travel Management

This is the cornerstone of the role, requiring a frictionless integration of the CEO’s demanding personal and professional life.

Complete Life Management: Act as the single point of contact for all of the CEO’s personal needs. This includes managing personal appointments, handling dinner reservations, coordinating household management, and executing any and all personal requests with efficiency and an intuitive understanding of his preferences.
Complex Travel & Itinerary Mastery: Autonomously manage a heavy and complex travel schedule. With the CEO frequently flying on Wednesdays for business and leisure, you will be responsible for all logistics, including booking flights, researching and securing hotels (adhering to best-deal guidelines), arranging ground transportation, and creating meticulously detailed itineraries that anticipate needs and optimize for a seamless experience.
Lifestyle & Relationship Support: Proactively manage a variety of personal affairs, including gift purchasing for personal and professional contacts and coordinating personal events. This ensures the CEO’s personal commitments and relationships are nurtured with the same level of care and professionalism as his business obligations.

Domain 2: Executive Communications & Schedule Architecture

This domain focuses on maximizing the CEO’s efficiency and impact by strategically

managing his time and correspondence, particularly around his clinical schedule.

Communications Command: Take full ownership of the CEO’s primary Gmail account with the objective of achieving “inbox zero” daily. You will be his proxy, exercising impeccable judgment to triage, archive, label, and draft responses. A key function is identifying and summarizing urgent matters that require his attention, ensuring he is briefed efficiently between patients or at the end of a long clinical day.
Strategic Calendar Management: Masterfully own and sync three distinct Google Calendars (Personal, AcceptMed, APH). This involves architecting his time to protect clinical focus while strategically scheduling business calls and meetings, with a priority on stacking them on Thursdays and Fridays.
Document & Signature Coordination: Manage the flow of documents requiring the CEO’s review or signature, particularly for his real estate ventures and other business matters, ensuring timely execution without disrupting his clinical duties.

Domain 3: Administrative Oversight for Business Ventures

The EA will provide foundational administrative support for the CEO’s ventures, with a primary focus on real estate and ad-hoc support for his healthcare companies.

(Real Estate/STRs): Serve as the central administrator for the portfolio of 5 Airbnb properties. This is an administrative, not operational, role.

Responsibilities Include

○ Maintaining the property database (Airtable) and the ‘Property Bible’ (SOPs).

○ Organizing documents and files for new property acquisitions and existing assets.

○ Coordinating with vendors (e.g., cleaners, maintenance, builders) and property manager as the administrative point of contact.

○ Managing and paying utility bills and tracking property-related orders.

○ Organizing monthly tax documents for the accounting team.

(Healthcare): While a dedicated Operations

Manager will run these businesses’ related tasks/projects, you may be required to

assist with ad-hoc organizational tasks. This could include organizing digital files,

preparing documents, or assisting the Operations Manager with administrative

needs to ensure smooth workflow across all of the CEO’s interests.

Minimum Requirements

Language requirement: Excellent English Communication Skills (accent is okay)

Education: Bachelor’s Degree (ideally)

Experience: 2-5+ years of related experience (prefers more experienced candidates)

Required Qualifications & Core Competencies

Foundational Qualifications (The Table Stakes)

Experience: A minimum of two to five years of demonstrable experience as an Executive Assistant or Personal Assistant, with significant time spent directly supporting a C-suite executive, founder, or other high-net-worth individual with a complex schedule.
Domain-Specific Expertise: Experience with personal assistance is paramount. Familiarity with real estate administration or property management is a significant

advantage.

Technical Proficiency: Expert-level proficiency with Google Workspace (Gmail,

Calendar). Demonstrable experience with Acuity and Airtable is nice to have. Must be

generally tech-savvy and able to master new software with ease. Must have experience leveraging AI

Core Competencies (The Differentiators)

Absolute Discretion & Loyalty: The ability to handle highly sensitive business

and personal information with unwavering integrity and confidentiality. You will be

a trusted confidant.

Extreme Organization & Attention to Detail: A natural ability to manage a high

volume of concurrent tasks across professional and personal spheres with

flawless accuracy.

Proactive Foresight & Anticipation: The skill to think steps ahead, anticipate

needs before they are articulated, and solve problems before they escalate. This

is crucial for managing the life of a busy physician.

Radical Ownership & Accountability: A powerful mindset geared towards

owning outcomes. You take profound initiative and hold yourself accountable for

delivering results without the need for micromanagement.

Resourcefulness & Adaptability: A nimble and creative approach to overcoming

challenges, with the flexibility to pivot between a dinner reservation, a property

document, and a travel itinerary seamlessly.

Ideal Candidate Profile: The Architect of Order & Partnership

You are a career Executive or Personal Assistant who derives deep satisfaction from being the indispensable right hand to a dynamic leader. You excel at creating calm from chaos and view your executive’s life as a project to be managed with precision, care, and strategic foresight. You understand the unique pressures faced by physicians and entrepreneurs and are motivated by the challenge of optimizing their lives so they can perform at their best.

You are fiercely loyal, deeply trustworthy, and operate with a “no-task-is-too-small” attitude because you understand that every detail contributes to the mission of providing “peace of mind.” You are not looking for a typical 9-to-5 job; you are seeking a true partnership. The opportunity to blend high-level personal support with key administrative ownership of business ventures is precisely the kind of multifaceted role where you thrive.

Executive Assistant