Executive Assistant (Job ID: ANDMEL1EA)

Inside Out Hiring; United States; Remote; USD 22,000 - 28,000; Full time

Job summary

Inside Out Hiring invites an experienced Executive Assistant to support the founder of a NY-based nursing home management company. This remote role covers inbox triage, scheduling, travel coordination, and later onboarding and compliance tasks. You will leverage Claude and Microsoft 365 to optimize back-office workflows.

The ideal candidate has 2–5 years supporting senior leaders, excellent English (C1), and a proactive, secure, detail-oriented approach to operations in a fast-paced environment.

Qualifications

• 2–5 years supporting senior executives or business owners in a high-level admin role.
• English fluency at C1 level with polished written and spoken communication.
• Demonstrated critical thinking and structured problem-solving abilities.
• Adaptability and ownership in balancing executive support with daily ops tasks.
• Hands-on experience with AI productivity tools, specifically Claude.
• Ability to operate securely within systems for sensitive business records.

Responsibilities

• Inbox & Calendar management: triage emails, schedule, protect executive time.
• Travel & logistics coordination for meetings and events.
• Employee onboarding administration: benefits, health insurance, 401(k) setup.
• Compliance & license tracking for medical and facility operations.
• Spreadsheets & dashboards: maintain and optimize operational metrics.
• Document workflows into SOPs and leverage Claude/AI to streamline procedures.
• Vendor scheduling and follow-up for interviews and deliverables.

Skills

Inbox management

Calendar management

English fluency (C1)

Problem solving

AI mindset

Tools

Claude

Microsoft 365 / Outlook

Job description

Exciting Remote Opportunity! We're Hiring an Executive Assistant!

Are you a proactive, highly organized Executive Assistant with critical thinking skills who excels at inbox triage, operational tracking, and process optimization? We are seeking a full-time Executive Assistant based in South Africa or LATAM to serve as the operational right hand to the founder of a premier New York-based nursing home management company!

Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: ANDMEL1EA

• Industry: Healthcare / Nursing Home Management

• Location: South Africa / LATAM

• Job Status: Full Time

• Work Schedule: Monday to Friday, 9:00 AM to 5:00 PM Eastern Time (ET)

• Salary: $2,000 – $2,500 USD / month

• Target Start Date: ASAP

About the Client

Our client is a nursing home management company based in New York, overseeing administrative and operational functions across multiple healthcare facilities. Operating in the healthcare services sector, the firm works closely with medical providers, vendors, and regulatory bodies specific to the skilled nursing and healthcare industry. To allow the founder to focus on strategic growth and facility oversight, the company is bringing on a dedicated Executive Assistant to handle executive coordination, compliance tracking, and administrative operations.

About the Role

You will serve as Executive Assistant to the founder, providing high-level administrative support alongside operational and personal coordination. You will own inbox triage, scheduling, travel arrangements, and vendor communications. As the role develops, your scope will expand to employee onboarding administration (benefits, health insurance, 401k), regulatory license and compliance tracking, spreadsheet dashboard architecture, and utilizing AI tools (primarily Claude) to streamline back-office workflows.

Key Responsibilities

• Inbox & Calendar Management: Triage high-volume email traffic, manage complex scheduling, protect the executive's time, and flag urgent action items.

• Travel & Logistics Coordination: Coordinate end-to-end travel logistics, including flights, ground transport, and itinerary schedules.

• Employee Onboarding Administration: Support new hire onboarding processes, including benefits administration, health insurance enrollment, and 401(k) setup coordination.

• Compliance & License Tracking: Monitor medical and facility license renewal dates, track deadlines, and maintain strict compliance documentation for managed facilities.

• Spreadsheets & Dashboard Management: Maintain, structure, and optimize operational spreadsheets and dashboards to provide clear visibility into company metrics.

• Process & SOP Development: Document recurring workflows into standard operating procedures (SOPs) and leverage Claude/AI tools to optimize administrative procedures.

• Vendor & Provider Scheduling: Communicate directly with vendors, coordinate and schedule provider interviews, and follow up systematically on outstanding deliverables.

Qualifications & Skills

Core Requirements:

• Experience: 2 to 5 years of proven experience supporting senior executives or business owners in a high-level administrative capacity.

• Communication: Native or first-language-level English fluency (C1 required) with polished, nuanced verbal and written communication.

• Problem-Solving Mindset: Demonstrated ability to bring critical thinking and structured solutions to the table rather than relying solely on direct instruction.

• Adaptability & Ownership: Comfortable balancing executive-level business support with daily operational and personal coordination tasks.

• AI Literacy: Hands-on experience (or rapid adaptability) using AI productivity tools, specifically Claude, to accelerate drafting, data formatting, and process creation.

• Security & Discretion: Able to operate reliably within secure systems for sensitive business records, credential managers, and spend-controlled purchasing tools.

Preferred Pluses:

• Familiarity with or willingness to obtain HIPAA awareness/compliance training given the healthcare-adjacent environment.

• Prior experience in healthcare administration, medical staffing, or facility management.

Tech Stack Used:

• Claude (AI assistant), Microsoft 365 (Outlook, Excel, Word).

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