Chief of Staff / Operations Manager (Job ID: IHUMEL1EA)

🌟 Exciting Remote Opportunity! We're Hiring a Chief of Staff / Operations Manager! 🌟
Are you a highly organized operational leader with a passion for healthcare and process improvement? We are looking for an exceptional Chief of Staff / Operations Manager to serve as the operational backbone for two thriving medical practices!

🚨 IMPORTANT - Watch this quick Loom video on how to get hired:
🔗 https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
🗣️ C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.
🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

📋 Job Details at a Glance

• Job Title: Chief of Staff / Operations Manager
• Industry: Healthcare / Medical Practice (Ophthalmology & Aesthetics)
• Location: LATAM or South Africa
• Job Status: Full Time
• Work Schedule: Monday to Friday, Eastern Time
• Salary: $2,500 per month
• Target Start Date: ASAP

🏢 About the Client

The company operates two medical practices under single-owner leadership: a long-standing ophthalmology practice with more than two decades of operating history, and a newer, part-time aesthetics practice offering concierge-style services. Both practices maintain lean, overlapping staff structures and serve patients on a part-time operating schedule, with growth plans across both lines of business.
The role exists because the owner currently absorbs the majority of cross-practice coordination, including scheduling, vendor management, marketing coordination, and staff oversight, which limits time available for clinical work and strategic growth. The practice requires a dedicated operator to unify processes across both business lines, establish accountability structures, and free up executive time for patient care and expansion.

💼 About the Role

You will serve as the operational backbone connecting two part-time medical practices, ensuring consistent workflows, clear accountability, and reliable follow-through across both locations. You will build and maintain standard operating procedures for all staff roles, run daily and weekly team meetings, and act as the primary point of coordination between the practices and the owner.
Beyond daily operations, you will coordinate with external vendors including website, Google Business, and social media/Meta partners to ensure marketing touchpoints are scheduled and response service levels are met. You will support first-pass recruiting and candidate screening for future hires, and may provide initial phone and scheduling coverage until additional lower-cost support staff are added.

🎯 Key Responsibilities

⚙️ Operations & Team Management

• Cross-Practice Coordination: Serve as the unifying point of contact between the ophthalmology and aesthetics practices, ensuring consistent communication and workflow alignment across both.
• SOP & Playbook Development: Build and maintain standard operating procedures for every role in both practices so responsibilities and expectations are clearly defined.
• Team Cadence & Accountability: Lead daily and weekly team meetings, track follow-through on tasks, and flag personnel or performance issues to the owner.

📅 Vendor & Administrative Support

• Vendor & Marketing Coordination: Manage touchpoints with website, Google Business, and social media/Meta vendors, schedule content, and ensure response-time standards are met without acting as a dedicated marketer.
• Calendar & Scheduling Oversight: Manage scheduling needs across both practices, including coordination of appointments, meetings, and vendor touchpoints.
• Recruiting Support: Conduct first-pass screening of candidates and coordinate interview logistics for additional hires, with final technical interviews retained by the owner.
• Interim Front-Line Coverage: Provide initial phone and eligibility coverage as needed until additional lower-cost administrative support is hired.

✅ Qualifications & Skills

• Experience: A minimum of 3 to 5 years of experience supporting senior leaders or teams in an operations, chief of staff, or senior executive assistant capacity.
• Operational Ownership: Demonstrated ability to build and own standard operating procedures and manage accountability across a team without close daily supervision.
• External Coordination: Experience coordinating with external vendors, including marketing, website, or social media partners, is strongly preferred.
• Healthcare Knowledge: Familiarity with healthcare industry practices and HIPAA awareness is strongly preferred given the medical nature of both practices.
• Communication: Strong written and verbal English communication skills suitable for daily coordination with the owner, staff, and external vendors.
• AI Fluency: Comfort working with AI-based productivity and automation tools, as Inside Out places AI-trained assistants equipped to build dashboards, automate workflows, and support operational efficiency.
• Capacity: Ability to work full-time and manage a varied workload spanning operations, vendor coordination, meeting facilitation, and recruiting support.

💻 Tech Stack

• WhatsApp & iMessage
• Slack
• Google Meet
• Google Business Profile
• Meta Business Suite
• Cadence (Inside Out management platform)
• Claude (AI assistant tool)

🚀 Submit your application today and take the first step toward your next great opportunity!
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