Executive Operations and Business Support Virtual Assistant

Jobtailor; Deutschland; Remote; EUR 42.000 - 56.000; Teilzeit

Benefits dieser Stelle

Remote work

Zusammenfassung

Jobtailor is seeking an experienced executive assistant to support the owner in a remote capacity. You will manage calendars, emails, and task trackers while maintaining CRM records and researching referral sources.

The role emphasizes HIPAA-aligned privacy, confidential handling of information, and collaboration with the Operations Manager on recurring tasks. The position requires strong English communication, organizational excellence, and the ability to work within a Master Services Agreement

Qualifikationen

• Previous executive assistant, operations support, or similar experience required.
• Mid-level to senior-level experience strongly preferred.
• CRM management experience preferred.
• Strong calendar, email, task-management, and follow-up experience.
• Customer service or professional business communication experience strongly preferred.
• Strong spoken and written English required.
• HIPAA training/certification may be required.
• Extremely organized, dependable, and detail-oriented.
• Independent contractor able to operate under a Master Services Agreement.

Aufgaben

• Manage the owner's calendar, coordinate meetings, prevent scheduling conflicts, and prepare the owner for appointments.
• Monitor and organize business email, draft routine responses, and track pending communications.
• Track tasks, commitments, deadlines, and promised follow-ups.
• Provide proactive reminders and concise updates.
• Maintain administrative records, files, meeting notes, and task trackers.
• Collaborate with the Operations Manager on recurring internal tasks.
• Maintain accurate and current CRM records.
• Track outreach activity, contacts, referral sources, next steps, and follow-up requirements.
• Research referral sources, community partners, senior-service organizations, healthcare contacts, and potential business relationships.
• Organize prospect, referral, and community-partner information.
• Support caregiver recruiting administration, candidate tracking, and follow-up.
• Maintain business records, spreadsheets, databases, and operational trackers.
• Identify incomplete records, overdue follow-ups, and administrative gaps.
• Conduct occasional outbound calls, emails, and follow-up communications.
• Represent the company and owner professionally with external contacts.
• Document conversations, outcomes, next steps, and follow-up dates.
• Escalate qualified opportunities, sensitive matters, clinical questions, complaints, and management issues.
• Prepare a concise weekly executive support summary for the owner and Operations Manager.
• Use approved AI and productivity tools for research, drafting, summarization, task organization, meeting preparation, and routine administrative work.
• Review AI-generated work for accuracy and appropriateness.
• Handle client, caregiver, employee, referral-partner, and business information discreetly.
• Follow privacy, cybersecurity, and data-handling procedures.
• Complete HIPAA training/certification before handling applicable protected or sensitive information.
• Avoid medical advice and clinical decisions; escalate privacy, compliance, or sensitive concerns.
• Complete assigned services according to the independent contractor agreement, timelines, guidelines, and deliverables.
• Help improve business efficiency, service delivery, and operational functions.

Kenntnisse

CRM Management

Calendar Management

Task Management

HIPAA Certification

Professional Business Communication

Tools

Microsoft Office

Google Workspace

AI Productivity Tools

Task Management Tools

Business Phone / VoIP Systems

Jobbeschreibung

• Manage the owner's calendar, coordinate meetings, prevent scheduling conflicts, and prepare the owner for appointments
• Monitor and organize business email, draft routine responses, and track pending communications
• Track tasks, commitments, deadlines, and promised follow-ups
• Provide proactive reminders and concise updates
• Maintain administrative records, files, meeting notes, and task trackers
• Collaborate with the Operations Manager on recurring internal tasks
• Maintain accurate and current CRM records
• Track outreach activity, contacts, referral sources, next steps, and follow-up requirements
• Research referral sources, community partners, senior-service organizations, healthcare contacts, and potential business relationships
• Organize prospect, referral, and community-partner information
• Support caregiver recruiting administration, candidate tracking, and follow-up
• Maintain business records, spreadsheets, databases, and operational trackers
• Identify incomplete records, overdue follow-ups, and administrative gaps
• Conduct occasional outbound calls, emails, and follow-up communications
• Represent the company and owner professionally with external contacts
• Conduct information-gathering conversations and ask follow-up questions
• Document conversations, outcomes, next steps, and follow-up dates
• Escalate qualified opportunities, sensitive matters, clinical questions, complaints, and management issues
• Prepare a concise weekly executive support summary for the owner and Operations Manager
• Use approved AI and productivity tools for research, drafting, summarization, task organization, meeting preparation, and routine administrative work
• Review AI-generated work for accuracy and appropriateness
• Handle client, caregiver, employee, referral-partner, and business information discreetly
• Follow privacy, cybersecurity, and data-handling procedures
• Complete HIPAA training/certification before handling applicable protected or sensitive information
• Avoid medical advice and clinical decisions; escalte privacy, compliance, or sensitive concerns
• Complete assigned services according to the independent contractor agreement, timelines, guidelines, and deliverables
• Help improve business efficiency, service delivery, and operational functions

Requirements

• Previous executive assistant, operations support, administrative coordination, or similar experience required
• Mid-level to senior-level experience strongly preferred
• CRM management experience preferred
• Strong calendar, email, task-management, and follow-up experience
• Customer service or professional business communication experience strongly preferred
• Strong spoken and written English required
• Home care, healthcare, senior services, professional services, or a similar industry is a plus but not required
• Recruiting, referral-development, lead-management, or business-development support experience is a plus
• Experience using AI tools for administrative productivity is preferred
• HIPAA training/certification may be required
• Extremely organized, dependable, and detail-oriented
• Proactive and forward-thinking, with the ability to anticipate next steps
• Professional, confident, and conversational on the phone
• Able to ask thoughtful questions and understand the purpose behind an assignment
• Able to prioritize competing responsibilities and identify what requires immediate attention
• Strong written communication and documentation skills
• Able to work effectively with both the owner and Operations Manager
• Discreet and trustworthy with sensitive information
• Comfortable learning new software, systems, processes, and AI-enabled productivity tools
• Proficiency with CRM platforms
• Proficiency with calendar and email platforms
• Proficiency with Microsoft Office and/or Google Workspace
• Familiarity with business phone / VoIP systems
• Familiarity with task-management and productivity tools
• Familiarity with AI productivity tools
• Strong spoken and written English required
• Flexible availability during Pacific Time business hours
• Availability Monday through Friday
• Independent contractor able to operate under a Master Services Agreement and Statement of Work

Core Competencies

Demonstrates strong organizational and administrative capabilities, including calendar management, CRM proficiency, and effective communication. Skilled in utilizing AI tools for productivity and maintaining confidentiality in handling sensitive information.

Highest-signal resume keywords

• CRM Management
• Calendar Management
• Task Management
• HIPAA Certification
• Professional Business Communication

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Email Management
• Task Management
• CRM Management
• Documentation Skills
• Recruiting Administration
• Lead Management
• Follow-Up Coordination
• Data Handling Procedures
• Research Skills

Soft Skills

• Detail-Oriented
• Proactive
• Dependable
• Discreet
• Conversational

Certifications & Qualifications

• HIPAA Certification

Industry Keywords

• Home Care
• Healthcare
• Senior Services
• Professional Services
• Business Development

Tools & Technologies

• Microsoft Office
• Google Workspace
• AI Productivity Tools
• Task Management Tools
• Business Phone / VoIP Systems