Operations & Executive Assistant

Location: Remote
Employment Type: Full-Time
Schedule: US Eastern Time Business Hours
Reports To: CEO

About the Company

We are a fast-growing U.S.-based healthcare company helping patients gain access to FDA-approved diabetes management supplies through partnerships with physicians, manufacturers, and major insurance providers.

As the company continues to scale, we are looking for a highly organized and dependable Operations & Executive Assistant to support both day-to-day business operations and executive leadership.

This is a high-trust role that sits at the center of the organization and helps keep everything moving efficiently behind the scenes.

About the Role

This position combines operations coordination, executive support, and front-line administrative assistance into one highly impactful role.

You will act as a central operational support partner for the business by managing inbound calls, handling administrative and documentation workflows, maintaining organizational systems, and supporting the CEO with scheduling, inbox management, and day-to-day priorities.

The ideal candidate is proactive, exceptionally organized, detail-oriented, and comfortable balancing multiple responsibilities in a fast-moving environment.

This role is perfect for someone who enjoys bringing structure to chaos, solving problems independently, and being the reliable operational backbone of a growing company.

Key Responsibilities

Administrative & Operations Support

Manage day-to-day operational paperwork, documentation, and administrative workflows
Assist with insurance contracts, credentialing paperwork, compliance documentation, and related operational processes
Maintain an organized and scalable Google Drive structure, ensuring documents and files are easy to locate and properly maintained
Track outstanding tasks, forms, renewals, and operational follow-ups
Help improve organizational systems and internal processes as the company grows

Inbound Call Management

Answer inbound company calls professionally and efficiently
Handle the majority of routine patient and operational inquiries independently
Escalate complex or sensitive issues to the appropriate internal team member
Communicate clearly, confidently, and empathetically with patients and partners
Ensure all calls and interactions are documented accurately

Executive Assistant Support

Manage the CEO’s calendar, scheduling, and meeting coordination
Organize inbox communications and prioritize urgent items appropriately
Draft professional email responses and internal communications
Coordinate meetings, reminders, follow-ups, and day-to-day scheduling logistics
Handle administrative “busy work” and operational tasks that free up executive bandwidth
Serve as a reliable right-hand support partner to the CEO

Qualifications

Required

Fluent English communication skills, both written and verbal
Professional and confident phone presence
Strong organizational and time management skills
Exceptional attention to detail and follow-through
Ability to multitask across operations, administrative work, and executive support responsibilities
Reliable high-speed internet connection, quiet remote workspace, and quality headset
Availability during U.S. Eastern Time business hours or significant overlap
Proficiency with Google Workspace, including Gmail, Google Drive, Calendar, Docs, and Sheets
Comfortable handling confidential business and patient information
Willingness to complete HIPAA training and follow compliance procedures

Preferred

Previous experience in healthcare administration, operations support, executive assistance, or office management
Experience supporting founders, executives, or leadership teams
Familiarity with insurance documentation, credentialing, or healthcare operations workflows
Experience working in fast-paced startup or high-growth environments

Who You Are

Highly organized and naturally process-oriented
Someone who thrives on keeping inboxes, folders, calendars, and workflows clean and structured
Trustworthy, discreet, and dependable when handling sensitive information
Calm under pressure and capable of managing multiple priorities simultaneously
A proactive self-starter who identifies issues early and takes initiative to solve them
Tech-comfortable and quick to learn new systems and workflows
Strong communicator with excellent judgment and professionalism
Motivated to grow alongside a rapidly scaling healthcare company

What Success Looks Like

Operational tasks and documentation are completed accurately and on time
The CEO’s schedule, inbox, and day-to-day workflow run efficiently
Internal files, folders, and systems remain organized and easy to navigate
Calls and administrative requests are handled professionally and promptly
Important details, deadlines, and follow-ups never fall through the cracks
Internal teams can rely on you as a consistent and proactive operational partner

Compensation & Benefits

Competitive monthly compensation based on experience and location
Fully remote work environment
Opportunity to work closely with executive leadership in a high-growth healthcare company
Long-term growth opportunities across operations and leadership support functions
Collaborative, fast-moving, and mission-driven team culture

Executive Operations Assistant - 60235506476