Executive Assistant - Inbox, Calendar & Canva (HIPAA-COMPLIANT)

ABOUT US
Northwest Education and Delegation Services (NEADS, LLC) provides professional nurse delegation and healthcare education services to Adult Family Homes and Supported Living programs across Washington and Idaho. We support licensed providers, caregivers, and families by ensuring clear communication, regulatory compliance, and high-quality nursing oversight.

POSITION OVERVIEW
We are seeking a reliable, detail-oriented Executive Assistant to support our small, healthcare-based business. The ideal candidate will manage inbox organization, draft and flag important correspondence, maintain an orderly calendar, and assist with the creation of professional infographics and monthly newsletters in Canva.

This is a remote, part-time position with potential to expand as additional administrative tasks are transitioned to this role.

CORE RESPONSIBILITIES
*Manage inbox organization in Gmail: apply labels, prioritize messages, draft template replies, and flag items for follow-up.
*Handle attachments that may include client-related documents containing Protected Health Information (PHI).
*Maintain and update Google Calendar entries to avoid conflicts and ensure scheduling accuracy.
*Record and track tasks or follow-ups in Todoist as needed.
*Design infographics and newsletter layouts in Canva using provided content, templates, and brand guidelines.
*Maintain confidentiality, organization, and accuracy in all work.

REQUIRED SKILLS AND QUALIFICATIONS
*Excellent written English and professional communication skills.
*Strong organization and attention to detail.
*Proficiency with Gmail, Google Calendar, Canva, Adobe Acrobat Pro, and basic task tracking in Todoist.
**Experience handling sensitive or confidential information.
*Reliable internet connection, up-to-date computer, and backup plan for power/internet outages.
*Ability to learn workflows quickly and follow structured systems.

COMPLIANCE REQUIREMENTS
*Must complete HIPAA training before handling PHI (paid training provided or reimbursed).
*Must sign a Non-Disclosure Agreement (NDA) prior to start date.

PREFERRED EXPERIENCE
*Prior administrative or executive assistant role in healthcare or education.
*Familiarity with U.S. healthcare privacy standards or patient information handling.
*Experience using Canva for professional or branded materials.
*Ability to suggest workflow improvements once trained.
*Ability to use or learn basic website management.

WORK SCHEDULE
*Weekdays only (no weekend hours required).
*Flexible schedule, with up to 1 hour per week of real-time communication overlap with Pacific Time (U.S.) for meetings or feedback.

COMPENSATION
*Hourly: $6–$9 USD/hour (based on experience, speed, and accuracy).
*Average starting range: 10–15 hours per week, with potential for growth.
*Pay reviewed after the first 90 days.
*Option to convert to a fixed monthly retainer once workload stabilizes.