Executive Assistant / Project Manager for Busy Medical Expert Witness Consultant

About the Role
I'm a board-certified pediatrician who runs a growing medical expert witness and forensic consulting practice. I need a full-time executive assistant and project manager to run both my legal consulting business and my personal and professional affairs. You will be the operational backbone of everything I do.
This is not an "assign tasks and check in" role — I need someone who can build the operational systems for this business from scratch and then run them independently. You provide the structure and keep me structured — not the other way around. If you've done this before for another business or consultant, I want to hear about it.
Confidentiality is essential. This work involves sensitive legal cases and protected medical information. Discretion and strict confidentiality are non-negotiable requirements of this role.
A Note About Working With Me
I'm a medical expert witness consultant in high demand among attorneys, and I'm also the author of medical review books used by physicians nationwide. My time needs to be spent doing the work — reviewing cases, writing reports, and testifying. I need someone who will keep my work organized and structured, proactively manage deadlines, and make sure nothing falls through the cracks. That means checking in with me regularly, following up without being asked, and keeping things moving. I can't be organizing you — you'll be organizing me.
How We Work Together
I move fast and think out loud. I need someone who can take a rapid stream of ideas, tasks, and priorities — through phone calls, texts, emails, Slack, whatever channel I'm using in the ---------- nt — and turn them into organized, actionable steps. Sometimes I'll send the same thing twice. Sometimes I'll fire off five emails in a row. Your job is to catch everything, sort through it, ignore the duplicates, and make sure it all gets done. If I throw ten things at you in a five-minute phone call, I expect to see them show up as tasks on a board with deadlines by end of day. Nothing gets lost.
You'll also help me transition to a completely paperless office. That means regular video calls where you can see my workspace, help me prioritize what needs to be scanned and filed, and build a digital organization system so that paper stops piling up. You'll guide the process and I'll do the physical scanning — but you're managing the system.
The Legal Business Has Three Core Areas
1. Inquiry Tracking & Business Development

Monitoring my inbox to ensure every inquiry from attorneys and law firms is caught and responded to promptly
Tracking all inquiries and following up systematically until we're hired or the lead closes
Setting up initial meetings with potential clients
Following up after meetings to keep the process moving

2. Client Onboarding

Once I'm retained, managing the onboarding process — getting a retention agreement in place, setting up the client in FreshBooks, arranging payment details, and creating a Dropbox folder for the case
Making sure every new case is properly set up and ready for my review

3. Active Case Management

Tracking all deadlines and due dates well in advance
Managing my calendar — court dates, depositions, report deadlines
Flagging upcoming reports that are due and keeping me on schedule
Monitoring cases that are waiting on next steps so nothing falls through the cracks
Invoicing and payment tracking through FreshBooks

Personal & Professional Management

Inbox management — triaging my email daily so I only deal with what needs my attention
Calendar and Calendly management — scheduling, blocking time, coordinating all meetings
Blocking out personal time including vacations every 6 weeks and recurring appointments like weekly massages
Managing personal projects and obligations — tracking action items, deadlines, and follow-ups
Coordinating with and managing multiple contractors and tea ---------- mbers across different projects and time zones
Helping coordinate family health management — scheduling appointments and tracking follow-ups
Overseeing other business projects including a medical publishing company
General organization and follow-through so nothing falls through the cracks

You Are

Highly organized and self-directed — you don't wait to be told what to do next
Fluent in English with excellent written and verbal communication skills
Comfortable communicating by phone with US-based clients including attorneys and law firms in a professional manner
Able to reach me through multiple channels (Slack, text, WhatsApp, phone) and willing to escalate through whatever channel gets my attention when something is time-sensitive — your job is to make sure I see what I need to see, when I need to see it
Experienced in project management and/or executive assistant roles
Experienced building operational systems and workflows from scratch — you've taken a disorganized or early-stage business and created the structure that made it run. This is critical.
Proficient with FreshBooks, Dropbox, Trello, Slack, and Calendly
Prompt and reliable — this business runs on tight timelines and fast turnaround
Comfortable handling confidential and sensitive information with discretion
Comfortable working with a busy professional who needs proactive support, not just task execution

Nice to Have

Familiarity with medical, healthcare, or legal terminology is a plus but not required

Details

Full-time (8 hours/day, Monday-Friday) with occasional weekend availability as needed
Remote position
Must be available to work US Eastern Time hours
Long-term engagement for the right person

To Apply
Please don't send a generic proposal. Tell me:

What experience do you have managing a pipeline or caseload for a busy professional or small business?
Have you ever built the operational systems for a business from scratch? Tell me what you set up and how it worked.
What tools would you use to keep cases, deadlines, and communications organized?