Executive Virtual Assistant (Healthcare & Creative Support)

Job Description:

A concierge-style telemedicine medical practice is seeking a highly organized, proactive, and tech-savvy Executive Virtual Assistant. The ideal candidate will blend strong administrative and organizational skills with creative capabilities to support both medical operations and light marketing tasks. This role will involve managing sensitive patient data, handling calendar and email organization, assisting with travel and personal arrangements, and supporting content creation for social media and presentations.

You will work directly with the physician-owner, supporting a mix of healthcare-related, administrative, creative, and personal tasks to ensure smooth day-to-day operations and exceptional patient service.

• Administrative & Healthcare Support

• Prepare and update patient notes and medical summaries using provided templates

• Transfer lab results into medical spreadsheets and presentations with high accuracy

• Organize and maintain email inbox and rolling calendars (work and personal)

• Manage licenses, renewals, and important compliance deadlines

• Call pharmacies for prescription refills and follow up on patient-related tasks

• Maintain and update CRM/patient tracking systems for lead follow-up and retention

• Draft and send patient communications in a professional, error-free manner

• Ensure all patient inquiries receive responses within 24 hours

• Maintain confidentiality and comply with HIPAA standards

• Creative & Marketing Support

• Edit short-form videos and repurpose podcast recordings into social-friendly clips

• Create and adapt social media graphics using Canva and PowerPoint templates

• Post and schedule content on LinkedIn, Instagram, Twitter, and TikTok

• Assist in preparing visually appealing PowerPoint decks for patient consultations

• Track social media performance (basic analytics)

• Personal Support

• Book travel (personal and business) with optimal use of credit card points and perks

• Make restaurant and event reservations for networking and personal occasions

• Research and vet household vendors and children’s activities

• Track and manage gift purchases and important dates (clients, family, staff)

• Manage subscriptions and recurring expenses to reduce costs

• Track return/exchange statuses for personal and business purchases

• Fluent English (written and spoken) with professional client-facing communication skills

• Strong organizational and administrative skills, with proven ability to anticipate needs

• Experience with calendar/email management, CRM tools, and data organization

• Proficiency in Canva and PowerPoint for template-based design work

• Basic video editing skills for short-form content

• Social media posting and scheduling experience (LinkedIn, Instagram, TikTok, Twitter)

• Ability to work discreetly with confidential information (HIPAA awareness)

• Proactive problem solver who can work independently and think critically

• Comfortable working in Google Workspace (Docs, Sheets, Slides, Drive)

• Experience in a healthcare or medical support environment

• Familiarity with telemedicine workflows

• Experience booking travel with points/rewards optimization

• Knowledge of CapCut, TikTok editing tools, or similar video software