Executive Personal Assistant

Executive Personal Assistant & Operations Coordinator
Location: Remote (with occasional virtual meetings during U.S. business hours)
About Us
We are a rapidly growing group of healthcare companies focused on improving access to behavioral healthcare. Our organizations include a mental health clinic, a behavioral health medical billing and credentialing company, and additional healthcare ventures. We are seeking an exceptionally organized, proactive, and detail-oriented Executive Personal Assistant who thrives in a fast-paced environment and enjoys helping leaders stay focused, organized, and accountable.
This is not a traditional assistant position. You will serve as the executive's right hand, helping manage projects, communications, operations, reporting, and accountability across multiple businesses.
What You'll Do
Executive Support
Manage calendars, appointments, and meeting coordination.
Prioritize emails and draft professional responses.
Track follow-up items and ensure deadlines are met.
Prepare agendas, meeting notes, and action items.
Organize documentation, contracts, and business records.
Assist with travel planning and scheduling when needed.
Operations & Project Management
Coordinate projects across multiple businesses.
Maintain project plans and task lists in project management software.
Follow up with tea ---------- mbers to ensure deliverables are completed.
Document workflows and standard operating procedures.
Identify operational bottlenecks and recommend improvements.
KPI & Reporting
Generate and analyze operational reports from five different Electronic Health Record (EHR) systems.
Track key performance indicators including:
Billing productivity
Collections
Accounts receivable
Claim denials
Credentialing status
Patient volume
Appointment attendance
Provider productivity
Documentation compliance
Build dashboards and present executive summaries highlighting trends and action items.
Medical Billing & Credentialing Support
Attend recurring meetings with billing and credentialing teams.
Document action items and follow up to ensure completion.
Help maintain accountability for billing performance and operational goals.
Track aging claims, payer issues, credentialing timelines, and outstanding tasks.
Assist with communication between leadership and operational staff.
Communication
Draft emails, reports, presentations, and business correspondence.
Communicate professionally with providers, vendors, and internal teams.
Maintain confidentiality and professionalism at all times.
Qualifications
Required
3+ years supporting executives, business owners, or senior leadership.
Strong project management and organizational skills.
Exceptional written and verbal communication.
Advanced Microsoft Excel and Google Sheets experience.
Comfortable working with data, KPIs, and operational reports.
Ability to manage multiple priorities with minimal supervision.
Excellent attention to detail.
High level of professionalism and discretion.
Preferred
Experience in healthcare administration.
Experience with behavioral health or mental health practices.
Knowledge of medical billing, insurance, revenue cycle management, or credentialing.
Experience with multiple EHR systems.
Familiarity with project management platforms such as ---------- , Asana, ClickUp, or similar.
Experience creating dashboards using Excel, Power BI, or Google Sheets.
Who You Are
You are:
Highly organized and proactive.
Able to anticipate needs before being asked.
Comfortable holding others accountable while maintaining professionalism.
Analytical and able to interpret operational data.
A strong communicator who enjoys bringing structure to busy environments.
Calm under pressure and capable of managing competing priorities.