AI-Supercharged Executive Assistant

United StatesRemoteFull-timemid

Executive AssistantAdministration & Office Support

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Quick Summary

Overview

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an AI-Supercharged Executive Assistant based in the United States.

Technical Tools

Executive AssistantAdministration & Office Support

This is a full-time, remote opportunity supporting U.S.-based healthcare practice owners with high-level administrative and operational needs.
You’ll take ownership of calendars, inboxes, tasks, projects, meetings, reporting, and day-to-day follow-through.
The role combines traditional executive assistance with hands-on use of AI tools to make communication and workflows faster and more effective.
You’ll work within a structured AI environment where technology supports your work, while your judgment ensures everything is accurate, appropriate, and aligned with the practice owner’s voice.
You’ll receive structured AI training, ongoing one-on-one coaching, and access to a community of professionals performing similar work.
This is an opportunity to become a trusted operational partner while developing practical expertise in AI-powered executive support within healthcare.

Own and maintain the practice owner’s calendar, including time blocking, protected focus periods, color coding, meeting confirmations, personal appointments, and travel coordination when applicable.
Manage the owner’s inbox by triaging messages, handling routine requests, drafting communications, escalating decisions appropriately, and ensuring urgent matters are surfaced within defined response windows.
Use AI tools to prepare email drafts, calendar summaries, meeting agendas, reports, and other materials while reviewing all AI-generated content before it is shared.
Maintain a centralized task tracker covering commitments, owners, deadlines, and follow-ups, ensuring work consistently moves from assignment through completion.
Coordinate projects across the owner, internal staff, patients or clients, and vendors, breaking larger initiatives into actionable steps and monitoring milestones.
Prepare meeting agendas, presentations, slide decks, and same-day meeting recaps with clearly assigned action items.
Deliver daily and weekly summaries that give the practice owner a clear view of priorities, progress, outstanding items, and completed work.
Pull information from CRMs, EMRs, spreadsheets, and other systems, validating data and spot-checking figures before reports are distributed.
Support patient and client follow-up, referrals, waitlists, scheduling workflows, invoices, PTO tracking, vendor coordination, and compliance reminders as applicable to the practice.
Create and maintain SOPs for recurring processes and continuously improve workflows based on what works in practice.
When applicable, monitor social media and Google or Yelp reviews and prepare responses for the owner’s approval.
Maintain the AI environment’s brand-voice resources and continuously refine workflows through weekly coaching and real-world feedback.
Protect patient, staff, and business information at all times and maintain strict HIPAA compliance. AI-generated communications must always be reviewed before being sent to patients, staff, or other external contacts.

Requirements

~2 min read

1–3 years of relevant professional experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting a business owner, executive, or senior leader.
Hands-on experience using AI tools to support real business or administrative work.
Strong project coordination, organization, and task-management skills, with a demonstrated ability to follow work through to completion.
Excellent time management and prioritization skills, with the ability to manage competing deadlines without losing track of details.
Strong presentation skills and the ability to create clear, polished slide decks for meetings, training sessions, and business conversations.
Excellent written English and the ability to communicate professionally in another person’s voice.
Strong judgment and discretion, including the ability to distinguish between tasks you can handle independently and matters that require escalation.
Confidence working independently while maintaining consistent, proactive communication with the practice owner.
Proficiency with Google Workspace or Microsoft 365.
Willingness to complete required confidentiality and compliance training before starting.
Reliable home-office setup and stable internet connection suitable for secure, HIPAA-compliant remote work.
Experience with ChatGPT or Claude is preferred.
Healthcare experience, particularly within outpatient practices such as physical therapy, occupational therapy, or speech therapy, is a plus.
Familiarity with Canva, HIPAA requirements, EMR platforms such as Prompt, WebPT, or Raintree, or CRMs such as HubSpot or Zoho is advantageous.
Experience with project management platforms such as Asana or Monday.com is a plus.
A proactive, curious, ownership-oriented approach, with strong attention to follow-through, confidentiality, accuracy, and continuous improvement.