Remote Executive Assistant

Description

Summary: Seeking a highly responsible, detail-oriented, and trustworthy Bilingual Executive Virtual Assistant to support executive and clinical operations with high-level task management and sensitive data handling. Highlights: 1. Support executive team and clinical operations 2. Handle sensitive medical records and patient data 3. Coordinate multidisciplinary clinical teams **Location:** Remote (LATAM) – Supporting North Miami, FL Operations **Schedule:** Full\-Time \| US Eastern Standard Time (EST) **Language Requirement:** Fluent English \& Spanish (B2/C1\) **Job Summary** We are seeking a highly responsible, detail\-oriented, and trustworthy **Bilingual Executive Virtual Assistant** to support our executive team and clinical operations in **North Miami, Florida**. In this role, you will be the core administrative support for a specialized **pediatric clinic/PPEC**, handling high\-level executive task management, sensitive medical records, patient data tracking, and multidisciplinary coordination (OT, PT, SLP, Nursing). Because you will be working directly with confidential health records and pediatric patients' families, strict compliance with medical privacy regulations (HIPAA), high precision, and exceptional empathy are essential. **Key Responsibilities** * **Medical Records \& Sensitive Data Management:** * Organize, review, and maintain electronic medical records (EMR/EHR), physician orders, therapy plan of care (POC), and re\-evaluations. * Ensure strict compliance with **HIPAA guidelines** regarding patient confidentiality and safe data handling. * Track provider credentials, rendering numbers, Medicaid licensing documents, and insurance authorizations. * **Executive Support \& Workflow Coordination:** * Manage executive calendars, schedule clinical staff interviews, and coordinate interdepartmental meetings. * Filter high\-volume emails, follow up on urgent operational bottlenecks, and draft professional correspondence. * Track pending clinical documentation (e.g., missing therapy evaluations or unsigned doctor orders) to ensure uninterrupted billing processes. * **Patient \& Family Communication (North Miami Area):** * Serve as a primary remote liaison for parents and caregivers in English and Spanish, providing guidance on scheduling, intake processes, and general clinic information. * Handle sensitive parent inquiries with warmth, empathy, and professionalism. * **Clinical Staff \& Administrative Support:** * Assist in onboarding new clinical staff (therapists, nurses, assistants) and tracking their schedules/availability. * Prepare weekly executive reports on clinic metrics, pending charts, and intake status. **Requirements \& Qualifications** * **Experience:** 2\+ years of experience as a Virtual Assistant, Executive Assistant, or Medical Administrative Assistant supporting US healthcare operations (Pediatrics, PPEC, Home Health, or Therapy Clinics highly preferred). * **Language Skills:** 100% Fluent in English and Spanish (verbal and written) — *mandatory for communicating with North Miami families and local providers*. * **Medical Privacy Knowledge:** Strong awareness of **HIPAA rules** and best practices for handling Protected Health Information (PHI). * **Technical Proficiency:** * Google Workspace (Gmail, Docs, Sheets, Drive, Calendar). * Experience navigating EMR/EHR platforms and healthcare portals. * Proficiency with VoIP tools (Dialpad, RingCentral, WhatsApp Business). * **Key Competencies:** * Extreme attention to detail (zero\-tolerance for errors in medical files/data entry). * High emotional intelligence, maturity, and discretion when handling sensitive child health data. * Proactive problem solver capable of working independently under EST hours. **System Requirements (Home Office Setup)** * High\-speed, stable internet connection. * Private, secure workstation (ensuring privacy for HIPAA compliance). * Noise\-canceling headset. * Reliable computer/laptop with backup power/internet solutions. Job Type: Full\-time Work Location: Remote