AI-Supercharged Executive Assistant

Jobgether SRL; United States; Remote; USD 11,000 - 12,000; Full time

Benefits offered by this job

Competitive hourly wage

Full-time remote work

Structured AI training

Weekly coaching

Private community

Online academy

AI-expertise development

Job summary

Jobgether SRL, on behalf of a partner company, is seeking an AI-Supercharged Executive Assistant based in the United States for a full-time, remote position supporting U.S.-based healthcare practice owners with high-level administrative needs.

You will manage calendars, inboxes, tasks, projects, and reports, using AI tools while ensuring accuracy and HIPAA compliance. Structured AI training and weekly coaching accompany a stable remote work arrangement.

Qualifications

• 1–3 years of EA or similar role supporting a business owner.
• Hands-on experience using AI tools to support real business or administrative work.
• Strong project coordination and task-management skills.
• Excellent time management and prioritization skills.
• Strong presentation skills and ability to create slide decks.
• Excellent written English and ability to communicate professionally in another voice.
• Strong judgment and discretion.
• Independent work with proactive communication.
• Proficiency with Google Workspace or Microsoft 365.
• Willingness to complete confidentiality training.
• Reliable home-office setup with stable internet.
• Healthcare experience is a plus.

Responsibilities

• Own and manage the practice owner's calendar with time blocking and travel coordination.
• Triage inboxes, draft communications, and escalate decisions.
• Use AI tools to prepare drafts and summaries; review before sharing.
• Maintain centralized task tracker from assignment to completion.
• Coordinate cross-functional projects and monitor milestones.
• Prepare meeting agendas, slide decks, and same-day recaps with action items.
• Deliver daily/weekly summaries of priorities and progress.
• Pull data from CRMs/EMRs/spreadsheets and verify figures.
• Support patient/client follow-up, scheduling, invoices, and reminders.
• Create and refine SOPs; improve workflows.
• Monitor social media/reviews and draft responses for approval.
• Maintain AI environment brand-voice resources; weekly coaching feedback.
• Protect information and ensure HIPAA compliance; review AI communications.

Skills

Executive support

Time management

Attention to detail

Discretion

Written English

Independent work

Tools

Google Workspace

Microsoft 365

Canva

Prompt/WebPT/Raintree EMR

HubSpot/Zoho

Asana

Monday.com

Job description

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an AI-Supercharged Executive Assistant based in the United States.

This is a full-time, remote opportunity supporting U.S.-based healthcare practice owners with high-level administrative and operational needs.

You’ll take ownership of calendars, inboxes, tasks, projects, meetings, reporting, and day-to-day follow-through.

The role combines traditional executive assistance with hands-on use of AI tools to make communication and workflows faster and more effective.

You’ll work within a structured AI environment where technology supports your work, while your judgment ensures everything is accurate, appropriate, and aligned with the practice owner's voice.

You’ll receive structured AI training, ongoing one-on-one coaching, and access to a community of professionals performing similar work.

This is an opportunity to become a trusted operational partner while developing practical expertise in AI-powered executive support within healthcare.

Accountabilities

• Own and maintain the practice owner's calendar, including time blocking, protected focus periods, color coding, meeting confirmations, personal appointments, and travel coordination when applicable.

• Manage the owner's inbox by triaging messages, handling routine requests, drafting communications, escalating decisions appropriately, and ensuring urgent matters are surfaced within defined response windows.

• Use AI tools to prepare email drafts, calendar summaries, meeting agendas, reports, and other materials while reviewing all AI-generated content before it is shared.

• Maintain a centralized task tracker covering commitments, owners, deadlines, and follow-ups, ensuring work consistently moves from assignment through completion.

• Coordinate projects across the owner, internal staff, patients or clients, and vendors, breaking larger initiatives into actionable steps and monitoring milestones.

• Prepare meeting agendas, presentations, slide decks, and same-day meeting recaps with clearly assigned action items.

• Deliver daily and weekly summaries that give the practice owner a clear view of priorities, progress, outstanding items, and completed work.

• Pull information from CRMs, EMRs, spreadsheets, and other systems, validating data and spot-checking figures before reports are distributed.

• Support patient and client follow-up, referrals, waitlists, scheduling workflows, invoices, PTO tracking, vendor coordination, and compliance reminders as applicable to the practice.

• Create and maintain SOPs for recurring processes and continuously improve workflows based on what works in practice.

• When applicable, monitor social media and Google or Yelp reviews and prepare responses for the owner's approval.

• Maintain the AI environment's brand-voice resources and continuously refine workflows through weekly coaching and real-world feedback.

• Protect patient, staff, and business information at all times and maintain strict HIPAA compliance. AI-generated communications must always be reviewed before being sent to patients, staff, or other external contacts.

Requirements

• 1--3 years of relevant professional experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting a business owner, executive, or senior leader.

• Hands-on experience using AI tools to support real business or administrative work.

• Strong project coordination, organization, and task-management skills, with a demonstrated ability to follow work through to completion.

• Excellent time management and prioritization skills, with the ability to manage competing deadlines without losing track of details.

• Strong presentation skills and the ability to create clear, polished slide decks for meetings, training sessions, and business conversations.

• Excellent written English and the ability to communicate professionally in another person's voice.

• Strong judgment and discretion, including the ability to distinguish between tasks you can handle independently and matters that require escalation.

• Confidence working independently while maintaining consistent, proactive communication with the practice owner.

• Proficiency with Google Workspace or Microsoft 365.

• Willingness to complete required confidentiality and compliance training before starting.

• Reliable home-office setup and stable internet connection suitable for secure, HIPAA-compliant remote work.

• Experience with ChatGPT or Claude is preferred.

• Healthcare experience, particularly within outpatient practices such as physical therapy, occupational therapy, or speech therapy, is a plus.

• Familiarity with Canva, HIPAA requirements, EMR platforms such as Prompt, WebPT, or Raintree, or CRMs such as HubSpot or Zoho is advantageous.

• Experience with project management platforms such as Asana or Monday.com is a plus.

• A proactive, curious, ownership-oriented approach, with strong attention to follow-through, confidentiality, accuracy, and continuous improvement.

Benefits

• Competitive salary of $8--$9 per hour, depending on experience.

• Full-time, stable remote work supporting U.S.-based healthcare practices.

• Structured AI training covering connectors, reporting, meeting summaries, agenda creation, and practical workflow automation.

• Weekly one-on-one coaching with the role lead.

• Access to a private community of professionals in similar roles to exchange ideas, solve problems, and share best practices.

• Access to professional playbooks and an online academy designed to support long-term career development.

• The opportunity to build practical expertise in AI-powered executive support while working in a real healthcare business environment.

• Flexible remote work environment with the structure and support needed to succeed in a long-term role.

We appreciate your interest and wish you the best!

Why Apply Through Jobgether?

We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team.

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