Executive Assistant and Scheduling Coordinator (Healthcare Industry)

Pearl; United States; Remote; USD 50,000 - 80,000; Full time

Job summary

Pearl is on the lookout for a proactive Executive Assistant to optimize scheduling and support leadership in a fully remote setting. The role demands experience in healthcare administration, particularly with Athena EMR, and the ability to efficiently manage complex calendars across various departments. Join a dynamic team focused on improving patient outcomes.

Benefits

Generous PTO

Direct Mentorship

Learning & Development resources

Flexible hours

Qualifications

• Experience supporting multiple leaders or managing calendars across departments.
• Strong experience in healthcare scheduling.
• Proficient in Athena EMR and calendar management.

Responsibilities

• Manage multiple executive and departmental calendars.
• Ensure efficient scheduling across time zones.
• Coordinate internal resources to maintain operational flow.

Skills

Calendar optimization techniques

Healthcare scheduling

Communication

Problem-solving

Organizational skills

Education

Executive Assistant experience

Tools

Athena EMR

Monday.com

Job description

Work Arrangement: Fully remote, Flexible Schedule (requiring coordination across different time zones and departments. Occasional work outside of regular business hours may be necessary, depending on patient and staff needs.)

Job Type: Full-time, Independent Contractor.

Work Schedule: 40 hours per week, TBD

Locations: Remote, open to candidates worldwide

About Pearl Talent:

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we’re building for:Watch here

Why Work with Us?

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the long-term success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as community-driven benefits like an annual retreat.

About the Company:

Our partner is a fast-growing global company at the forefront of healthcare innovation. With a long-term vision and a mission to improve patient outcomes through smart systems and exceptional support, they offer a dynamic, mission-driven work environment. Team members enjoy autonomy, comprehensive training, and opportunities for professional growth in a collaborative and tech-forward setting.

About the Role:

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant with a strong background in calendar management, healthcare scheduling, and operational coordination. This is not a traditional administrative role. Instead, you'll act as a strategic partner to leadership—responsible for overseeing and optimizing complex calendars across multiple stakeholders, managing clinical schedules using Athena EMR, coordinating internal resources, and ensuring operations run smoothly across departments.

The ideal candidate will have prior experience supporting executives or department heads, preferably in a healthcare or clinical setting, and must be adept at juggling priorities, solving logistical puzzles, and driving scheduling efficiency.

Key Responsibilities

• Executive Support: Act as a trusted partner to company leadership, providing high-level support through calendar management, meeting preparation, and coordination of priorities across departments. Anticipate needs, communicate effectively, and ensure leadership is set up for success.
• Executive Calendar Management: Manage multiple executive and department-level calendars simultaneously, ensuring alignment across time zones, clinical priorities, and operational needs.
• Schedule Optimization: Apply scheduling best practices and optimization strategies to reduce inefficiencies, avoid conflicts, and maximize time utilization across clinical and leadership teams.
• Healthcare Scheduling: Use Athena EMR to schedule appointments, manage provider availability, and ensure continuity of care.
• Cross-Functional Coordination: Serve as the scheduling liaison between clinical staff, administrative teams, and sales/operations to manage resourcing and resolve conflicts.
• Proactive Adjustments: Anticipate schedule disruptions (e.g., cancellations, urgent care needs), proactively adjust calendars, and communicate changes clearly to all stakeholders.
• Reporting & Compliance: Track adherence to scheduling and operational standards. Generate reports and provide insights to leadership to support data-driven decisions.
• Tools & Systems Oversight: Use tools like Monday.com for task management and cross-team coordination. Suggest workflow improvements where needed.

Must-Have Qualifications

• Executive Assistant experience, ideally supporting multiple leaders or managing calendars across departments/business units
• Experience managing multiple complex calendars simultaneously, including across different time zones or functions
• Proficient in Athena EMR for appointment scheduling and provider availability
• Strong experience in healthcare scheduling, especially in physical therapy or similar clinical environments
• Familiarity with Monday.com or similar project/task management tools
• Knowledge of calendar optimization techniques to maximize efficiency and reduce conflicts
• Excellent communication, problem-solving, and organizational skills
• Ability to work autonomously, manage shifting priorities, and think proactively

Nice-to-Haves

• Prior experience in a clinical utilization or scheduling optimization role
• Strong analytical skills to interpret utilization data and improve resource allocation
• Experience coordinating virtual or telehealth appointments
• Comfort working in a fast-paced, high-growth environment

Compensation Package:

• Competitive Salary: To be discussed during the interview
• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

• Application
• Screening
• Top-grading Interview
• Skills Assessment
• Client Interview
• Job Offer
• Client Onboarding

Ready to Join Us?

If this role aligns with your skills and career goals, we’d love to hear from you. Apply now to take the next step in your journey with Pearl!