Bilingual Executive Assistant – Healthcare, Telehealth Operations

Role Overview

• Manage executive calendars, inboxes, appointments, and scheduling priorities
• Track projects, deadlines, action items, and business initiatives
• Organize operational workflows and ensure tasks are completed on time
• Follow up with leadership regarding outstanding priorities and commitments
• Create schedules, templates, tracking systems, and operational documentation
• Support business launch initiatives and ongoing operational growth
• Coordinate communication with marketing vendors and external partners
• Answer incoming calls and respond to scheduling inquiries
• Schedule appointments and manage calendar workflows
• Assist patients with administrative questions and appointment coordination
• Process payment checks and assist with deposit tracking
• Provide professional and compassionate customer service
• Support front desk operations as patient volume grows
• Upload lab requisitions into the EMR system
• Process prescription faxes and administrative clinical paperwork
• Organize insurance forms and supporting documentation
• Track medication fulfillment and distribution workflows
• Maintain workflow sheets, patient tracking logs, and operational records
• Ensure documentation accuracy and quality control across administrative processes
• Assist with telehealth workflow coordination and patient management
• Support EMR documentation and healthcare administrative systems
• Help maintain efficient operational processes that support patient care delivery
• Coordinate between providers, patients, laboratories, pharmacies, and vendors when needed

Requirements

• Previous experience as an Executive Assistant, Operations Coordinator, Practice Administrator, Healthcare Administrator, or similar role
• Exceptional organizational and time-management skills
• Strong project coordination and task management abilities
• Ability to work independently with minimal supervision
• Proactive mindset with strong follow-through and accountability
• Ability to anticipate needs and solve problems independently
• Telehealth management experience is required
• Previous healthcare administration experience strongly preferred
• Familiarity with healthcare workflows, patient coordination, and medical documentation
• HIPAA awareness and professionalism when handling protected health information
• Experience supporting medical practices, healthcare providers, or telehealth organizations
• Extensive EHR/EMR experience required
• Experience with Practice Fusion strongly preferred
• Experience with LabCorp workflows strongly preferred
• Comfortable learning and navigating multiple software systems
• Strong documentation accuracy and quality-control skills
• Excellent written and verbal English communication skills
• Strong phone etiquette and customer service skills
• Ability to communicate professionally with patients, providers, vendors, and business partners
• Strong interpersonal and relationship-building abilities
• English-Spanish bilingual skills are highly preferred but not required
• Candidates who can comfortably communicate with Spanish-speaking patients will be given strong consideration
• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be 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)
• Reliable laptop or desktop computer.
• High-speed connection (minimum 25 Mbps).
• Noise-canceling headset.
• Webcam for virtual meetings.
• Quiet, professional environment.

Benefits

• Dedicated 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.