Executive Assistant (Job ID: VINKYL1EA)

🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant! 🌟

Are you an experienced, proactive, and highly organized professional who enjoys keeping business operations running smoothly? We are seeking a skilled Executive Assistant based in South Africa or LATAM to become the founder's trusted operational partner at a growing hair restoration clinic specializing in consultations and surgical hair transplant procedures!

📋 Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: VINKYL1EA

• Industry: Hair Restoration / Medical Clinic

• Location: South Africa / LATAM

• Job Status: Part Time / Full Time

• Work Schedule: Monday to Friday, 9:00 AM to 6:00 PM (Central Time)
                              (Business Hours Monday – Friday 10:00 AM – 4:30 PM)

• Salary:

  • Part Time: $1,000 per month

  • Full Time: $2,000 per month

• Start Date: To be confirmed

🏢 About the Role

Our client operates a specialized hair restoration clinic providing consultations and surgical hair transplant procedures to patients seeking treatment for hair loss. Led by its founder, who personally oversees all clinical care, the clinic is currently expanding its operations and relocating to a new office location.

As the founder's Executive Assistant, you will take ownership of the clinic's non-clinical administrative operations, ensuring that scheduling, inventory, documentation, patient follow-ups, and day-to-day tasks are handled efficiently.

This role goes beyond traditional administrative support. You will help manage the patient consultation pipeline, coordinate virtual consultations, organize sensitive patient documentation, and build standard operating procedures (SOPs) that will support the clinic's continued growth.

The ideal candidate is an experienced, resourceful professional who can work independently, anticipate the founder's needs, and confidently use AI tools such as Claude to identify solutions and improve operational efficiency.

🎯 Key Responsibilities

• 📅 Scheduling & Calendar Management: Coordinate patient appointments and business schedules, keeping the founder's calendar organized and ensuring there are no scheduling conflicts.

• 📦 Inventory & Supply Management: Monitor clinical supply levels, track inventory, and coordinate orders to ensure the clinic remains fully stocked.

• 📸 Patient Photo & Documentation Management: Transfer patient photos from the founder's phone into the clinic's system while maintaining organized patient records, case documentation, and digital files.

• 📋 Consultation Pipeline Management: Manage incoming consultation requests, prepare and send quotes, and proactively follow up with prospective patients to move them through the booking process.

• 🎥 Virtual Patient Consultations: Conduct virtual consultations with prospective patients as the role develops, maintaining a professional, polished, and camera-ready presence.

• 📝 SOP Development & Process Documentation: Document recurring tasks and workflows into clear standard operating procedures to improve consistency and support future team expansion.

• 🤝 Cross-Team Coordination: Communicate and coordinate with the clinic's marketing and design contractors, as well as other support functions, to ensure projects and deliverables stay on track.

• 🤖 AI-Powered Problem Solving: Leverage Claude as a thinking partner to identify operational improvements, develop solutions, and streamline recurring administrative responsibilities.

✅ Qualifications & Skills

⭐ Non-Negotiable Requirements:

• 💼 Established Administrative Experience: Previous experience as an Executive Assistant or in a comparable administrative role is required. This position is intended for an experienced professional, not an entry-level candidate.

• 🗣️ Excellent English Communication: Fluent, professional written and spoken English skills, with the ability to communicate confidently and appropriately with prospective patients and business contacts.

• 🤖 AI Proficiency: Comfortable and experienced using AI tools, particularly Claude, as a problem-solving partner to develop solutions and improve workflows rather than simply relying on basic prompts.

• 👩 Female Candidate Required: The client specifically requires a female candidate for this position, as prospective patients have expressed greater comfort discussing hair loss concerns with a woman during virtual consultations.

• 🎥 Professional On-Camera Presence: Confident and polished when interacting with patients through video calls, with a professional appearance and appropriate, presentable background.

• 🧠 Independent & Proactive: Able to anticipate needs, prioritize responsibilities, make sound decisions, and resolve issues independently without constant supervision or excessive check-ins.

• 🔒 Confidentiality & Discretion: Capable of handling sensitive patient photos, records, and clinic documentation with professionalism and discretion.

🌟 Preferred / Nice-to-Haves:

• Previous experience supporting medical clinics, healthcare professionals, or patient-facing businesses.

• Experience coordinating patient appointments, consultations, lead follow-ups, or quote management.

• Familiarity with inventory management, digital filing, and documentation systems.

• Experience creating SOPs and improving administrative workflows.

• Experience working with remote teams, marketing agencies, or external contractors.

• Familiarity with Slack and AI-powered productivity tools, particularly Claude.

🛠️ Tools & Technology

• Slack

• Claude (AI)

• Patient Scheduling / Booking System

• Photo & Documentation Management System

• Email

• Video Conferencing Tools

🚀 Are you an experienced Executive Assistant ready to become an essential part of a growing medical practice? Submit your application today and take the first step toward your next great opportunity!