AI-Supercharged Executive Assistant

Zohorecruit; Polska; Hybrid; PLN 231,000 - 370,000; Full time

Job summary

Rockstar is seeking an experienced Executive Assistant to support US-based healthcare practice owners in a full-time remote capacity. You will manage calendars, emails, and tasks within a Claude AI environment, while ensuring HIPAA compliance and high-quality communication.

You will receive Claude training, weekly coaching, and access to a community of EAs. This role emphasizes ownership, confidentiality, and building structured workflows across scheduling, inbox, and project coordination.

Qualifications

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role supporting a business owner or leader.
• Hands-on experience using AI tools for real work.
• Strong project coordination and task management skills, with a track record of moving work from assigned to done.
• Excellent time management and the ability to prioritize competing deadlines without dropping anything.
• Excellent written English. You'll review and send communication in a business owner's voice every day.

Responsibilities

• Calendar & Scheduling: Manage the owner's calendar with color coding and time-blocking.
• Inbox & Communication: Triage the inbox, draft outbound emails, and follow escalation matrices.
• Tasks, Projects, Meetings & Reporting: Maintain a current task tracker and coordinate projects to completion.
• Practice Coordination & Administrative Support: Follow up with patients/clients and handle invoices, vendor coordination, and SOPs.
• Claude Environment: Maintain HIPAA compliance and refine Claude-based drafts with reviews.

Skills

EA experience

AI tools experience

Project coordination

Time management

Written English

Judgment

Independent work

Workspace tools

ChatGPT

Claude AI

Tools

Claude AI

ChatGPT

Job description

Rockstar is an industry-leading staffing company based in Arizona that helps healthcare businesses across the United States streamline operations by connecting them with skilled remote professionals. We partner with talented individuals from around the world, providing meaningful remote career opportunities that empower personal and professional growth.

At Rockstar, we are committed to placing team members who not only meet our clients' operational needs but who also reflect our core values of integrity, excellence, and long-term service. Every placement is an opportunity to make a meaningful difference, for the practice, for patients, and for you.

Job Description

This is a remote position.

Rockstar is hiring an AI-Supercharged Executive Assistant to support U.S.-based healthcare practice owners on a full-time remote basis. This is a new role at Rockstar. It's built for an experienced executive assistant who wants to run AI inside a real business, and who knows that the tool is only as good as the person operating it.

In this role, you'll own the owner's calendar, inbox, tasks, and daily follow-through, working in a Claude AI environment built specifically for that practice. Claude drafts. You review, decide, and send. The practice owner never touches the technology. You'll get structured Claude training from your first week, weekly coaching with Rockstar's role lead, and a community of other EAs doing the same work.

KEY RESPONSIBILITIES

Calendar & Scheduling

• Manage the owner's calendar with consistent color coding, time blocking, and protected focus time
  
• Confirm every meeting's time, attendees, link, and purpose at least 24 hours in advance
  
• Use Claude's calendar connector to prepare daily and weekly calendar summaries, then check them against the real calendar before they go out
  
• Coordinate personal appointments and travel where the placement includes it
  

Inbox & Communication

• Triage the inbox daily: handle routine items, draft what needs the owner's voice, and elevate what needs their decision
  
• Draft outbound email through Claude in the practice's brand voice and review every draft before sending
  
• Follow a defined escalation matrix with set response windows for urgent, same-day, and routine items
  
• Acknowledge email within 4 business hours and flag anything urgent to the owner within 30 minutes
  

Tasks, Projects, Meetings & Reporting

• Keep one task tracker current every day, covering every commitment, owner, and deadline
  
• Coordinate projects across the owner, staff, and vendors, breaking them into clear steps and tracking milestones through to completion
  
• Build meeting agendas in Claude from what's open on the tracker
  
• Create presentations and slide decks for the owner's meetings, trainings, and partner conversations
  
• Turn meeting notetaker transcripts into same-day recaps with action items assigned to the right people
  
• Deliver a Daily Summary and Weekly Summary so the owner never has to ask what happened
  
• Pull reports from the practice's CRM, EMR, or spreadsheets and spot‑check the numbers before they go anywhere
  

Practice Coordination & Administrative Support

• Follow up with patients and clients after interactions and close the loop
  
• Support referrals, waitlists, and scheduling-related workflows
  
• Handle invoices, PTO tracking, vendor coordination, and compliance reminders
  
• Write and maintain SOPs for recurring work
  
• For practices that include it, monitor social platforms and Google and Yelp reviews, and draft responses for the owner's approval
  

Claude Environment

• Keep the practice's brand voice file current as the practice changes
  
• Bring real drafts to weekly coaching calls and refine the environment based on what's working
  
• Maintain strict HIPAA compliance and patient confidentiality at all times. Claude never contacts a patient or staff member without your review
  

Requirements

Required

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role supporting a business owner or leader
  
• Hands‑on experience using AI tools for real work
  
• Strong project coordination and task management skills, with a track record of moving work from assigned to done
  
• Excellent time management and the ability to prioritize competing deadlines without dropping anything
  
• Excellent written English. You'll review and send communication in a business owner's voice every day
  
• Strong judgment about what to handle on your own and what to elevate
  
• Comfort working in Google Workspace or Microsoft 365
  
• Ability to work independently and keep steady communication with the practice owner
  
• Willingness to complete Rockstar's confidentiality and compliance training before your start date
  
• Reliable home office setup with a stable internet connection suitable for HIPAA‑compliant remote work
  

Preferred

• Experience with ChatGPT and Claude
  
• Experience in the healthcare industry, especially outpatient practices such as physical therapy, occupational therapy, or speech therapy
  
• Experience with Canva
  
• Familiarity with HIPAA and handling patient information
  
• Familiarity with EMR platforms such as Prompt, WebPT, or Raintree, or CRMs such as HubSpot or Zoho
  
• Experience with project management tools such as Asana or Monday.com
  

WHAT WE LOOK FOR

• Judgment: you know what to handle, what to draft, and what to elevate, and you don't elevate out of caution
  
• Follow-through: if it's not written down and tracked, it isn't handled. You close every loop
  
• Discretion: you handle the owner's information and patients' information with care, and only share it with the people who need it
  
• Curiosity: you want to get better at running AI, and you bring real drafts and real questions to coaching every week
  
• Ownership: you never send a draft you haven't read. Claude makes you faster. You make it correct
  
• Competitive salary based on experience
  
• Structured Claude training, including connectors, reporting, meeting summaries, and agenda building
  
• Weekly one‑on‑one coaching with Rockstar's role lead
  
• A private community of EAs in this role to share what's working and solve problems together
  
• Access to Rockstar's playbooks and VA Academy for long-term career growth
  
• Stable, full-time remote work with U.S.-based healthcare practices