Executive Assistant

Globaltize; United States; Remote; USD 34,000 - 48,000; Part time

Job summary

Globaltize is seeking a highly organized, bilingual executive assistant to support a small, California-based clinical neuropsychology practice. The role covers administrative operations, client intake, scheduling, and HIPAA-compliant handling of confidential information, with a path to full-time as the practice grows.

This remote, part-time position starts at 20 hours/week and aligns with U.S. business hours, Pacific Time preferred.

Qualifications

• Fully bilingual in English and Spanish with fluent written and spoken communication.
• 3+ years in executive assistant, healthcare administration, or clinical support roles.
• Strong interpersonal and communication skills with a warm, professional demeanor.
• High emotional intelligence and ability to work with vulnerable populations.
• Strong organizational skills with multitasking and prioritization.
• HIPAA-compliant mindset for confidential information.
• Reliable home office setup with stable internet and quiet environment.
• Comfortable working independently in a remote setting.

Responsibilities

• Answer and triage incoming calls in English and Spanish.
• Screen and qualify potential therapy and evaluation clients regarding symptoms, medications, and service fit.
• Schedule and manage appointments and calendars.
• Send digital consent forms and collect electronic signatures.
• Collect client deposits over the phone.
• Contact law firms to clarify immigration evaluation requirements, such as U Visa and VAWA.
• Manage electronic health records (EHR) documentation and updates.
• Handle business email communication and correspondence.
• Assist with personal scheduling, including appointments, travel, and errands.
• Support operational tasks and practice growth initiatives.
• Maintain strict confidentiality of all clinical and client information.

Skills

Bilingual EN/ES

Executive support

Healthcare admin

HIPAA compliant mindset

Remote work

Tools

EHR systems

Scheduling platforms

Job description

• Work Hours / Schedule: Part-time (20 hours/week) with potential to grow to full-time; must align with U.S. business hours (Pacific Time preferred)

2.) Overview

Ready to be the strategic right hand to a mission-driven leader?

This is your chance to step into a fast-paced, high-touch role where your administrative mastery directly impacts lives.

We are recruiting for a small, patient-centered clinical neuropsychology practice based in California that provides comprehensive mental health services, including neuropsychological evaluations, ADHD and autism assessments, academic accommodation testing, immigration psychological evaluations, and therapy services. Driven by a commitment to accessible, culturally competent care, the bilingual founder is dedicated to serving diverse communities and bridging language and cultural barriers in mental health care. In this dynamic role, you will support both clinical operations and business/personal tasks, serving as an essential partner to the practice owner to ensure seamless client intake, scheduling, communication, and daily administrative success.

3.) Key Responsibilities

• Answer and triage incoming calls in English and Spanish
• Screen and qualify potential therapy and evaluation clients regarding symptoms, medications, and service fit
• Schedule and manage appointments and calendars
• Send digital consent forms and collect electronic signatures
• Collect client deposits over the phone
• Contact law firms to clarify immigration evaluation requirements, such as U Visa and VAWA cases
• Manage electronic health records (EHR) documentation and updates
• Handle business email communication and correspondence
• Assist with personal scheduling, including appointments, travel, and errands
• Support operational tasks and practice growth initiatives
• Maintain strict confidentiality of all clinical and client information

4.) Must-Have Requirements

• Fully bilingual in English and Spanish, with fluent spoken and written communication
• 3+ years of experience in executive assistant, healthcare administration, or clinical support roles
• Strong interpersonal and communication skills with a warm, professional demeanor
• High emotional intelligence and the ability to work with vulnerable populations
• Strong organizational skills with the ability to multitask and prioritize effectively
• Experience handling confidential information with a HIPAA-compliant mindset
• Reliable home office setup with strong internet and a distraction-free environment
• Comfortable working independently in a remote environment

5.) Nice-to-Have Requirements

• Background in psychology, mental health, or healthcare administration
• Experience in neuropsychology, therapy clinics, or medical office settings
• Familiarity with EHR systems and healthcare scheduling platforms
• Experience working in small, founder-led businesses
• Proactive mindset with the ability to anticipate needs and solve problems independently
• Willingness to sign a HIPAA Business Associate Agreement

6.) Why Join Us

If you are looking for more than just a task list, this role offers the unique opportunity to do work that truly matters. You will be joining a dedicated, small practice where your voice is heard, your efforts are deeply valued, and your day-to-day work helps break down cultural and linguistic barriers in mental health care. Working directly alongside a passionate, bilingual founder, you will gain incredible insight into clinical operations while enjoying the flexibility of a remote role that starts part-time but holds genuine potential to grow into full-time as the practice expands. If you want to use your bilingual talent to support vulnerable populations and help a meaningful business thrive, we would love to have you join us.