Virtual Executive Assistant – Healthcare Office

Medical & Business Virtual Assistants 24-7; Metro Manila; Remote; PHP 420,000 - 660,000; Full time

Job summary

Medical & Business Virtual Assistants 24-7 is seeking an experienced Executive Assistant to support physician-owners and healthcare leadership. You will manage complex calendars, coordinate scheduling and onboarding, and handle a wide range of administrative, operational, and financial tasks in a healthcare setting.

Ideal candidates have 3+ years in executive support, HIPAA knowledge, and proficiency with Microsoft 365 or Google Workspace.

Qualifications

• Minimum 3+ years as an executive or administrative assistant, with healthcare experience preferred.
• Ability to handle confidential information with discretion under HIPAA.
• Proficiency with Microsoft 365 or Google Workspace and strong written/verbal communication.

Responsibilities

• Manage complex calendars for executives, including meetings, board sessions, and travel.
• Serve as primary contact between executives and internal staff, providers, vendors, and partners.
• Prepare agendas, take minutes, and track action items for leadership and committees.
• Draft and route correspondence, reports, and policy documents.
• Screen and prioritize calls, emails, and requests; handle routine matters independently.
• Coordinate provider schedules, credentialing renewals, licensure deadlines, and CME tracking.
• Support onboarding for new providers and staff, including access requests and paperwork.
• Manage vendor relationships, service contracts, and office supply orders within budget.
• Handle sensitive information per HIPAA and privacy policies.
• Process expense reports, invoices, and card statements.

Skills

Executive support

Calendar management

Communication

HIPAA compliance

Independence

Budgeting & purchasing

Education

Associate's or Bachelor's in business/healthcare administration

High school diploma or equivalent

Tools

Microsoft Office 365

Google Workspace

EHR/PM systems (Epic, athenahealth, eClinicalWorks, NextGen)

Job description

About the role

This is an Executive Support role supporting physician-owners, practice administrators, or executive leadership in a healthcare practice setting. You will manage complex calendars, serve as a primary point of contact between executives and internal staff, and handle a broad range of administrative, operational, compliance, and financial tasks essential to practice management.

Work Schedule: Monday – Friday 8am – 5pm Arizona Time

Key responsibilities

• Manage complex calendars for executives, including meetings, board sessions, conferences, and travel
• Serve as the primary point of contact between executives and internal staff, providers, vendors, and outside partners
• Prepare agendas, take minutes, and track action items for leadership, staff, and committee meetings
• Draft, proofread, and route correspondence, reports, presentations, and policy documents
• Screen and prioritize incoming calls, emails, and requests, and handle routine matters independently
• Coordinate provider schedules, credentialing renewals, licensure deadlines, and continuing education (CME) tracking
• Support onboarding for new providers and staff, including orientation scheduling, system access requests, and paperwork
• Manage vendor relationships, service contracts, and office supply and equipment orders within budget
• Handle sensitive executive, personnel, and patient-related information in line with HIPAA and practice privacy policies
• Process expense reports, invoices, and purchase requests, and reconcile corporate card statements

About you

• High school diploma or equivalent; associate's or bachelor's degree in business administration, healthcare administration, or a related field preferred
• 3+ years of experience as an executive or administrative assistant, with at least 1 year in a healthcare, medical practice, or hospital setting
• Working knowledge of HIPAA and the ability to handle confidential information with discretion
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint) or Google Workspace
• Strong written and verbal communication skills, with a professional and courteous manner
• Excellent organization, time management, and attention to detail, with the ability to manage competing priorities
• Ability to work independently, use sound judgment, and anticipate needs
• Experience with EHR/practice management systems (e.g., Epic, athenahealth, eClinicalWorks, NextGen) preferred
• Familiarity with medical terminology, provider credentialing, and payer processes preferred
• Certified Administrative Professional (CAP) or Certified Medical Administrative Assistant (CMAA) credential preferred

Hardware and Software Requirements:

Hardware:

• AMD Ryzen 3 3200G APU or Intel Core i5 (at least 8th gen) Intel CPU
• 16GB DDR4 RAM and 120 - 480gb SSD
• Jabra Biz 1100 / Logitech H390 or similar Noise-canceling Headset
• 1 – 2 Monitors (at least 21in)
• 1080p HD Webcam
• Internet Speed: 50mbps (Fiber/DSL) LTE not accepted

Software:

• Genuine Windows Licensed Computer
• Microsoft Office Suite