Bilingual Executive Assistant (Healthcare & Telehealth Operations)

Job Title: Bilingual Executive Assistant (Healthcare & Telehealth Operations)

Position Type: Part-Time (with potential to transition to Full-Time after 2 months)

Work Schedule: Flexible between 8:00 AM – 6:00 PM Central Daylight Time, Monday through Friday (Occasional Saturday support may be required based on business needs. Sundays are off.)

Salary: 6 - 8 per hour, depending on experience

Job code: RW-BM

Workplace: Remote

Preferred Candidate Location: Philippines, LATAM

Our client is seeking a highly organized, proactive, and resourceful Bilingual Executive Assistant (Healthcare & Telehealth Operations) to serve as a key operational partner in a growing telehealth practice.

This is more than a traditional executive assistant role. The successful candidate will become the organizational backbone of the business, supporting executive priorities, patient operations, front desk workflows, healthcare administration, and day-to-day practice management. The role will initially focus on helping launch and organize business operations and will gradually transition into a combination of executive support, patient coordination, and healthcare operations management as the practice grows.

The ideal candidate is highly self-sufficient, thrives in fast-paced environments, and enjoys creating structure where it is needed. They should be comfortable managing competing priorities, following up on important action items, and helping keep leadership organized and accountable. Because the practice serves a diverse patient population, bilingual English-Spanish communication skills are highly preferred.

Candidates with telehealth management experience, healthcare administration expertise, and strong EHR/EMR knowledge will be especially successful in this role.

Scope of Work / Responsibilities

Executive & Business Operations Support

• 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

Front Desk & Patient Coordination

• 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

Healthcare Administrative Support

• 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

Telehealth Operations Support

• 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

Top 3 Priorities

1. Executive Assistant & Operations Management

Serve as the primary organizational support partner to the owner by managing schedules, communications, business priorities, and operational projects.

2. Front Desk & Patient Coordination

Provide exceptional patient support through phone management, appointment scheduling, patient communication, and administrative assistance.

3. Healthcare Administrative & Telehealth Support

Manage EMR-related workflows, prescription and laboratory documentation, medication tracking, insurance paperwork, and telehealth operational processes.

Requirements

Executive Support & Operations

• 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

Healthcare & Telehealth Experience

• 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

Systems & Technical Experience

• 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

Communication 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

Language Preference

• English-Spanish bilingual skills are highly preferred but not required

• Candidates who can comfortably communicate with Spanish-speaking patients will be given strong consideration

Ideal Candidate Profile

The ideal candidate is:

• Highly organized and detail-oriented

• Self-directed and proactive

• Comfortable managing both executive and operational responsibilities

• Dependable, reliable, and accountable

• Calm under pressure and adaptable to changing priorities

• Experienced in healthcare or telehealth environments

• Skilled at creating systems and maintaining organization

• Comfortable serving as a central point of coordination across the business

• Interested in becoming a long-term strategic support partner

Basic requirements

• 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)

Technical requirements

• Device: Reliable laptop or desktop computer.

• Internet: High-speed connection (minimum 25 Mbps).

• Audio: Noise-canceling headset.

• Video: Webcam for virtual meetings.

• Workspace: 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.

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.