Executive Assistant

About Me

Hi! I’m a full-time product manager and part-time graduate student building out several personal and professional projects. I’m looking for a reliable, detail-oriented assistant to help me move forward with urgent, complex tasks—especially involving healthcare complaint writing and setting up a new business.

This is not just calendar scheduling or data entry—I need a sharp writer, organized researcher, and calm problem-solver who can take initiative and keep things moving behind the scenes.

This is a trial-based support role to help me make progress where I don’t currently have the bandwidth. I’m open to continuing the relationship long-term if it’s a strong mutual fit, but there are no long-term promises upfront.

Who You Are

• A strong English writer (C1/C2 level or close)
• Able to take scattered notes or voice recordings and turn them into clean, clear letters, summaries, or timelines
• Experienced with professional or formal writing—especially for healthcare, legal, academic, or technical fields
• Comfortable handling confidential and emotionally sensitive situations
• Resourceful and self-directed—able to Google the unknown and summarize it clearly
• Comfortable using tools like Google Docs, Google Sheets, and Notion
• Ideally familiar with U.S. healthcare or small business systems (or quick to learn!)

What You’ll Be Working On

1. Healthcare Complaint & Legal Admin Tasks

• Drafting formal written statements for:
• HIPAA complaints (Office for Civil Rights)
• Medical board reporting (California)
• Small claims or insurance disputes
• Researching submission procedures, deadlines, addresses
• Creating clean timelines, document folders, and version control

2. Business Formation & Admin Research

• Researching how to file an LLC in California
• Comparing filing platforms like ZenBusiness or LegalZoom
• Reviewing basic business banking or credit options
• Creating checklists and step-by-step guides based on findings
• Helping draft business plan summaries or grant application basics

3. Ongoing Organizational Help

• Keeping a running Notion dashboard of progress and tasks
• Flagging deadlines, missing items, or items that need my attention
• Possibly assisting with writing or research for other projects in the future

Requirements

• Excellent written English
• 2+ years experience in admin, legal, research, or executive support
• Able to work independently and communicate proactively
• Strong attention to detail (typos and missing links are a no-go)
• Respect for privacy and confidentiality (this is essential)

Nice-to-Haves (Not Required, but Great):

• Experience working with healthcare systems, HIPAA rules, or legal filing
• Familiarity with California-specific business or regulatory bodies
• Experience building basic process trackers in Notion or Trello
• Bonus: Prior experience with business registration or grant writing

Time Commitment

• 10–20 hours per week to start
• Flexible schedule, but must be responsive within 24 hours
• Potential for long-term work and increasing scope over time

How to Apply

Please submit:
1. A short cover note about why this job is a fit for you
2. A writing sample (professional or formal tone preferred)
3. A 1-paragraph summary of how you would organize and track progress on 3 projects at once

Applications without a writing sample will not be considered—this role is heavily writing-focused.

Why You’ll Love This Job

You’ll get:
• Consistent, varied work with clear expectations
• A respectful, straightforward work relationship
• The chance to be deeply helpful and autonomous
• Potential Long-term opportunity to grow into a strategic partner as we build new businesses

Looking forward to working with someone who is calm, kind, detail-obsessed, and quietly excellent.