Executive Assistant

Executive Assistant – Growth & Business Development

Sandalwood Mental Health
Part-Time or Full-time | 20-40 hours per week | Fully remote—Philippines
Compensation: Varies based on experience

About Sandalwood Mental Health

Sandalwood Mental Health is a growing U.S.-based outpatient psychiatric practice providing services across multiple states. Our team offers general adult psychiatry, integrative care, and specialized psychiatric services for individuals with intellectual and developmental disabilities.

We are seeking a highly organized, confident, and resourceful professional to support our owner and Clinical Director with business development, executive coordination, strategic projects, and professional outreach.

About the Role

This is a hybrid executive-assistant and business-development position. It is not a traditional calendar-only administrative role, nor is it primarily focused on social media or graphic design.

The Executive Assistant – Growth & Business Development will research potential referral partners, make outbound calls, conduct personalized email outreach, coordinate follow-up, maintain project and partnership pipelines, and help turn leadership ideas into organized action.

The position requires regular outbound calling. The successful candidate must be comfortable initiating conversations with healthcare practices, community organizations, and other prospective partners. Our approach is consultative and relationship-focused—not aggressive, high-pressure sales.

Key Responsibilities
1) Business development and outbound outreach
- Research prospective referral partners, healthcare practices, therapists, hospitals, community organizations, residential agencies, payers, and other qualified leads
- Identify appropriate decision-makers and verify their contact information
- Make outbound calls/e-mails to introduce Sandalwood’s services and explore potential referral or partnership opportunities
- Communicate professionally with office managers, clinicians, administrators, and organizational leaders
- Follow approved scripts while adapting conversations naturally
- Ask appropriate questions to identify needs and qualify potential opportunities
- Respond confidently to initial questions and objections
- Conduct consistent follow-up by telephone, email, and LinkedIn
- Schedule introductory meetings, presentations, and webinars for leadership
- Document calls, responses, objections, and next steps in the CRM
- Track outreach activity, meetings, referrals, and developing partnership opportunities
- Meet reasonable outreach and meeting-generation goals

2) Executive and project support
- Maintain project trackers, task lists, priorities, and deadlines
- Help translate leadership ideas into organized projects and next steps
- Prepare meeting agendas, research briefs, reports, presentations, and follow-up summaries
- Track decisions, commitments, and action items
- Draft professional emails, letters, proposals, and other communications
- Coordinate selected meetings and maintain organized records
- Ensure projects and opportunities receive timely follow-through
- Assist with strategic initiatives involving practice expansion and operations
- Provide additional supports to clinical director

3) Marketing coordination
- Coordinate projects with Sandalwood’s external marketing partners
- Help maintain provider biographies, online profiles, and business listings
- Support newsletters, educational materials, referral resources, and provider announcements
- Assist with LinkedIn and other professional outreach initiatives
- Use AI-assisted tools appropriately to support research, writing, and content development
- Review materials for accuracy, professionalism, and consistency

4) Research and operational support
- Research healthcare markets, referral networks, competitors, payers, and expansion opportunities
- Organize findings into clear spreadsheets, reports, or written summaries
- Support selected licensing, credentialing, contracting, and special projects
- Occasionally assist with shared inboxes, calls, scheduling, or other administrative responsibilities during staff absences or periods of increased workload

Required Qualifications
- Exceptional spoken and written English
- Clear pronunciation and the ability to communicate naturally with U.S.-based professionals
- Professional, persuasive, and natural writing ability
- Comfort making regular outbound calls to prospective partners and business leads
- Experience in sales, appointment setting, lead generation, business development, customer success, executive support, or professional outreach
- Ability to establish rapport, ask thoughtful questions, and handle initial objections
- Professional telephone presence and confidence speaking with organizational leaders
- Strong research, organization, and attention-to-detail skills
- Ability to independently manage deadlines and follow-up responsibilities
- Persistence without relying on aggressive sales tactics
- Sound judgment and discretion when handling confidential information
- Proficiency with Google Workspace, spreadsheets, and online research
- Ability to learn new technology and U.S. healthcare terminology
- Reliable high-speed internet, a quiet workspace, a quality headset, and dependable computer
- A reasonable backup plan for internet or power interruptions
- Availability during agreed-upon U.S. Eastern Time business hours

Preferred Qualifications
- Experience making outbound calls to U.S.-based businesses or professionals
- Experience supporting a U.S.-based executive or organization
- Background in U.S. healthcare, mental health, insurance, or another regulated industry
- Experience with healthcare outreach, provider relations, referral development, or appointment setting
- Familiarity with CRM systems, LinkedIn, Canva, AI tools, and project-management software
- Experience preparing executive communications, presentations, proposals, or meeting briefs
- Experience supporting a founder, CEO, healthcare practice owner, or clinical leader

Who Will Thrive in This Position?

The ideal candidate is:
- Confident and personable on the telephone
- Comfortable with sales and initiating new professional relationships
- Highly organized and dependable
- Proactive without requiring frequent reminders
- Resourceful when researching unfamiliar topics
- Able to move comfortably between calling, writing, research, and project coordination
- Persistent and consistent with follow-up
- Interested in understanding the purpose behind each initiative
- Comfortable working directly with an entrepreneurial practice owner
- Interested in building a long-term career with a growing organization

Schedule
Full-time: 20-40 hours per week
Fully remote within the Philippines
Regular availability during U.S. Eastern Time business hours is required
The specific schedule will be established with the selected candidate

Compensation

Varies, depending on:

Outbound sales and appointment-setting experience
- Spoken and written English proficiency
- U.S. healthcare or professional-services experience
- Executive-support and project-coordination capabilities
- Performance during the selection process

Compensation and performance will be reviewed after an initial 90-day period.

What Success Looks Like

Success will be evaluated based on:
- Consistent, professional outbound outreach
- Accurate research and identification of appropriate decision-makers
- Natural and effective telephone conversations
- Timely follow-up with viable prospects
- Qualified meetings and partnership opportunities generated
- Accurate CRM and project documentation
- Strong preparation and follow-through on leadership priorities
- Increased referral awareness and relationship development
- Reliability, initiative, judgment, and quality of communication

What We Offer
- Stable, long-term remote employment
- Direct collaboration with the owner and Clinical Director
- Structured onboarding and 30-, 60-, and 90-day feedback
- Training on Sandalwood’s services and outreach approach
- Opportunities to grow into a senior executive-support, project-management, or business-development position
- A collaborative international team
- Meaningful work supporting access to psychiatric care

How to Apply

Please submit:

- Your current résumé
- A brief explanation of your relevant experience and interest in the position
- A short audio or video introduction demonstrating your spoken English
- One example of professional outreach, sales, or executive communication
- Your desired monthly compensation
- Your availability during U.S. Eastern Time
- A brief description of your outbound-calling, sales, or appointment-setting experience

Qualified applicants will be invited to an interview that may include a brief role-play of an introductory outreach call.