Executive Assistant — Medical Practice (Remote)

JOB TITLE: Executive Assistant — Medical Practice (Remote)
LOCATION: Philippines (Remote)
JOB TYPE: Full-time
SCHEDULE: 40 hours per week, with daily 4-hour overlap with US Pacific Time (8:00 AM – 12:00 PM PT); remaining hours flexible
SALARY: ?85,000 – ?106,000 per month (equivalent to USD $8–10 per hour)
BENEFITS: ?6,150 per month HMO allowance after 90 days; Paid time off after 90 days

ABOUT THE PRACTICE

Valley Heart and Rhyth ---------- dical is a new solo specialty practice in the Los Angeles area, founded and led by a cardiac electrophysiologist (heart rhythm specialist) launching after thirteen years with a large group practice. The practice opens in late summer 2026 and is being built deliberately as a small, high-quality team focused on specialty cardiac care.

This Executive Assistant role is the operational backbone of the practice. The person in this role will manage the physician's inbox, calendar, and project follow-through; document how things work; and steadily build the systems that allow a small team to run a high-quality specialty practice. This is a long-term role, and the practice is hiring for a multi-year partnership.

RESPONSIBILITIES

In the first ninety days:
• Manage the physician's inbox, calendar, and project follow-through. Take ownership of work that does not require the physician's judgment.
• Shadow the on-shore operations manager and document her workflows into clear, written standard operating procedures.
• Identify repetitive administrative tasks (claims follow-up, prior authorizations, scheduling logistics, intake coordination, document handling) that can be taken off the on-shore team's plate as the EA ramps up.
• Build a foundational documentation set — contact directories, vendor lists, payer information, credential records (handled securely).
• Establish working rhythms — standing check-ins, communication channels, project tracking.
• Help evaluate and select the operational tools (project management, secure file sharing, password management) the practice has not yet finalized.

Ongoing:
• Run the day-to-day administrative operations of the practice.
• Continuously refine SOPs as the practice learns from operating them.
• Coordinate with vendors, payers, hospital affiliations, and credentialing partners.
• Surface operational issues early, with proposed solutions where appropriate.
• Mentor and support additional offshore administrative tea ---------- mbers as the team grows over time. The executive assistant work for the physician remains the core of this role.

WHAT WE ARE LOOKING FOR

This role calls for someone who has worked inside a US medical practice before — ideally a specialty practice such as cardiology, internal medicine, electrophysiology, psychiatric, or similar — and who understands how a clinic operates on the inside: scheduling, prior authorizations, EHR workflows, payer dynamics, and patient communication.

The ideal candidate thinks in systems, writes clearly, and takes ownership without needing to be directed step by step. Documentation skill matters: SOPs, patient communications, payer letters, and vendor coordination are written work, and the quality of the writing is the quality of the work.

This is a remote role with significant autonomy. The right person makes sensible decisions independently, escalates clearly when needed, and brings forward well-framed problems with proposed solutions.

REQUIRED QUALIFICATIONS
• Three or more years experience as an Executive Assistant, Virtual Assistant, or Medical Administrative Assistant
• Two or more years working inside a US-based medical practice (specialty practice strongly preferred)
• Experience with at least one US EHR system (Athena, eClinicalWorks, Practice Fusion, DrChrono, Kareo, Epic, or similar)
• Working familiarity with HIPAA and secure handling of patient information
• Comfortable using project management and task management tools (Asana, ClickUp, Notion, Trello, ---------- , or similar)
• Comfortable using AI tools (Claude, ChatGPT, or similar) in everyday work
• Advanced spoken and written English
• Fluent in Google Workspace (Docs, Sheets, Drive, Calendar, Gmail)
• Able to overlap 8:00 AM – 12:00 PM US Pacific Time daily

PREFERRED QUALIFICATIONS
• Experience writing standard operating procedures or operational documentation for a medical practice
• Cardiology, electrophysiology, or internal medicine practice experience specifically
• Experience supporting a solo physician or small specialty practice
• Experience during a practice launch or early-stage phase
• Experience with multiple EHR systems
• Experience with insurance credentialing or prior authorization workflows
• Clinical background (RN, medical scribe, or similar) that complements administrative experience

COMPENSATION AND BENEFITS
• Monthly salary: ?85,000 – ?106,000 (USD $8–10 per hour), depending on experience
• Monthly HMO allowance of ?6,150 (USD $100) after 90-day probationary period
• Paid time off after 90 days
• Paid weekly or biweekly via Wise or preferred PH-friendly payment method
• Annual performance review with structured opportunities for compensation growth

WORKSPACE REQUIREMENTS
• Reliable high-speed internet with a backup plan for outages
• Quiet, dedicated workspace
• Modern computer capable of comfortable multitasking and video conferencing
• Headset suitable for professional video calls

HOW TO APPLY

Submit your resume and a brief cover note (five to eight sentences) describing your experience inside US medical practices and what kind of practice operator you want to be over the next several years.

If you have written a standard operating procedure or operational document for a medical practice, please briefly describe one — what the problem was, what you built, and what changed as a result. This is not required for consideration.

As part of your application, please also complete the following skills assessment (approximately forty minutes):

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Please set aside uninterrupted time before you begin. Applications without a completed assessment will not be reviewed.

All complete applications will be reviewed personally.