About

This role exists to be the trusted execution partner for a Physician Entrepreneur running a busy cash-based (no insurance) medical practice and a growing real estate company. You'll be embedded directly with a high-performing executive who needs someone who takes a goal and runs with it, not someone who waits for step-by-step instructions. The physician makes decisions all day in the clinic; your job is to make the small ones for her and to be the warm, confident voice of the practice when prospective patients call. Behind you is ongoing coaching, clear standards, and a dedicated Success Manager so you can focus on doing excellent work.

This is a dedicated, full-time role designed for meaningful impact, stability, and professional growth, with continuous upskilling in the EA craft, patient-facing communication, and AI-assisted workflows.

Responsibilities

• Own inbound and outbound prospective patient communication via RingCentral, text, and portal messages, guiding qualified leads toward consultation bookings.

• Clearly explain the practice’s cash-based, no-insurance model, confidently addressing pricing and insurance questions using scripts and FAQs as guidance.

• Track prospective patient inquiries, follow-ups, and conversions; identify trends and recommend improvements to scripts and workflows.

• Triage patient needs appropriately, escalating clinical questions to the MD or NP when necessary.

• Own executive and personal email, calendar, appointments, priority scheduling, and end-to-end business and personal travel coordination.

• Independently manage referrals, provider outreach, research, vendor relationships, subscriptions, invoices, billing audits, quotes, and recommendations.

• Create, edit, schedule, and publish social media content across Facebook, Instagram, and TikTok aligned with the physician’s brand and voice.

• Draft and publish monthly blogs and patient newsletters using AI-assisted workflows, ensuring recurring deliverables are completed on time without follow-up.

• Manage routine Squarespace website updates and coordinate outside support when needed, including scoping requests, obtaining quotes, and presenting options.

• Support PowerPoint and Canva presentations, investor communications, and real estate pitch decks while demonstrating strong ownership—researching available resources first and returning with solutions, options, or completed drafts that reduce the physician’s day-to-day decision load.

Qualifications

• 3+ years as an Executive Assistant supporting a founder, physician, or senior executive, with a track record of working from goals, not task lists (must-have).

• Confident, warm phone presence; experience in patient intake, client intake, sales, or front-desk roles where you guided callers toward a decision (must-have).

• Comfortable discussing pricing and explaining a cash-pay or membership model without getting flustered (must-have).

• Resourceful problem solver who exhausts the obvious options before escalating (must-have).

• Strong email, calendar, and travel management with minimal oversight (must-have).

• Comfortable creating content across social, newsletters, blogs, and presentations using Canva and AI tools such as ChatGPT or Claude (must-have).

• Strong written communication with close attention to tone, clarity, and detail

• Healthcare, medical practice, or wellness experience preferred.

• Hands-on experience editing websites in Squarespace or a similar CMS preferred.

• Familiarity with Mailchimp or similar email tools preferred.

• Comfortable working Monday through Friday, 8:00 AM–5:00 PM EST.

Tools You'll Use

• Patient Communication: RingCentral for calls and texts, plus patient portal messaging (must-have).

• AI and Productivity: ChatGPT, Claude, or similar AI tools for content and workflow support (must-have).

• Design and Presentations: PowerPoint and Canva (must-have).

• Website and Marketing: Squarespace, Facebook, Instagram, TikTok, and Mailchimp or similar (preferred; training provided as needed).

Benefits

• Competitive salary

• Paid US holidays

• Paid wellness days

• Health and wellness allowance

• Monthly profit sharing

• Long-term placement with real growth

• Continuous upskilling in AI and the Executive Assistant craft

• Dedicated success coaching and support