Executive Administrative Coordinator - Part Time (Remote)

Staff Virtual; Cebu City; Remote; PHP 1,736,000 - 2,604,000; Part time

Job summary

Staff Virtual is seeking an Executive Administrative Coordinator to manage front-desk operations and high-level practice administration on a remote basis. You will act as a central operational anchor for senior leadership, ensuring flawless daily operations and near-total autonomy in a high-accountability environment.

The role focuses on client intake, scheduling, billing support, and executive assistance. Part-time hours are 20 per week with a Monday–Friday 11:00 AM–3:00 PM Central Time

Qualifications

• 3–5+ years of experience in executive administrative support, healthcare administration, or senior administrative roles.
• Healthcare or mental health experience is preferred.
• Must work independently, manage priorities, and solve routine problems without constant supervision.
• Strong scheduling, data entry, billing, and client-record handling with HIPAA compliance.

Responsibilities

• Coordinate day-to-day administrative operations and provide reliable support to senior leadership and providers.
• Manage calendars, appointments, schedules, and follow-ups with high accuracy.
• Handle client intake, scheduling, and payment follow-ups to maximize retention and revenue.
• Provide admin support to senior leadership, manage emails and calls, and coordinate with vendors.

Skills

Autonomy

Attention to detail

Communication skills

Organization

Client service

Time management

Tools

EHR platforms

Secure billing systems

Google Workspace

Microsoft Office

Job description

Job Title: Executive Administrative Coordinator (Remote)

Job Overview:

We are seeking for an exceptional Executive Administrative Coordinator to manage front-desk operations and high-level practice administration. Acting as the central operational anchor—akin to an executive assistant to a CEO or senior leader—this role requires elite executive functioning, extreme attention to detail, and near-total operational autonomy.

You will be responsible for seamless day-to-day operations, proactive problem-solving, driving client acquisition and retention, and delivering a flawless front-desk experience. The ideal candidate thrives in a high-accountability environment where instructions are executed precisely the first time, mistakes are virtually non-existent, and senior leadership relies on your silent reliability to keep business revenue growing.

Job Responsibilities:

1. Administrative & Practice Coordination

• Coordinate day-to-day administrative operations and provide reliable support to senior leadership and providers.
• Manage calendars, appointments, schedules, and administrative follow-ups with a high level of accuracy.
• Coordinate client intake and ensure information is collected and recorded correctly.
• Anticipate administrative needs, identify potential issues, and take action to keep daily operations running smoothly.
• Handle tasks independently with minimal supervision and follow instructions accurately.
• Maintain confidentiality and follow HIPAA requirements when handling client information and records.

2. Client Intake, Scheduling & Support

• Serve as a primary point of contact for prospective and existing clients through phone, email, and approved communication channels.
• Respond to client inquiries promptly, professionally, and with empathy.
• Conduct initial intake inquiries and help guide prospective clients through the scheduling process.
• Schedule, reschedule, and confirm appointments while keeping provider calendars organized.
• Follow up with prospective clients to support appointment booking and client retention.
• Help reduce missed opportunities, late cancellations, and client drop-offs through timely communication and follow-up.

3. Billing & Revenue Support

• Support client billing processes, including co-pay collection, superbill preparation, and payment follow-up.
• Address routine billing questions and coordinate unresolved payment concerns with the appropriate team member.
• Maintain accurate billing and client information in the required systems.
• Support the practice in maintaining an efficient schedule and maximizing available appointment opportunities.

4. Executive & Operational Support

• Provide administrative support to senior leadership and providers as needed.
• Manage incoming emails, phone calls, messages, and other administrative requests.
• Maintain accurate information in the EHR and other systems.
• Coordinate with vendors and assist with administrative needs related to supplies and practice operations.
• Track pending tasks, follow-ups, and important administrative items to ensure they are completed on time.
• Proactively identify and communicate operational issues before they become larger problems.

Job Qualifications:

• Experience: 3–5+ years of experience in executive administrative support, healthcare administration, hospitality management, or senior administrative roles.
• Prior healthcare or mental health experience is preferred.
• Strong Autonomy: Able to work independently, follow instructions accurately, manage priorities, and solve routine problems without constant supervision.
• Attention to Detail: Highly accurate when handling scheduling, data entry, billing, client records, and administrative tasks.
• Communication Skills: Professional, clear, and confident when communicating with clients, providers, leadership, and other stakeholders.
• Client Service: Warm, professional, and comfortable handling client inquiries and supporting the client experience.
• Organization: Strong time-management and organizational skills with the ability to manage multiple tasks and deadlines.
• Technology: Proficiency with EHR platforms, secure billing systems, Google Workspace/Microsoft Office, and modern communication tools.
• Confidentiality: Comfortable handling sensitive information and following HIPAA and data privacy requirements.
• Growth & Client Focus: Comfortable supporting client acquisition, scheduling, retention, and other activities that contribute to practice growth.

Employment Type: Part-Time
Work Arrangement: Remote
Schedule: Monday to Friday, 4 hours per day
Tentative Hours: 11:00 AM to 3:00 PM Central Time
Expected Hours: 20 hours per week