Executive Coordinator & Operations Support

Cannabismarketspace; Northern (KY); On-site; USD 65,000 - 90,000; Full time

Job summary

White Ash Group is seeking a Real-Time Executive Coordinator to support patient onboarding and protocol execution. The role demands documenting next steps in live conversations with high accuracy, and immediately organizing actions in internal systems.

Ideal candidates have 3+ years of real-time documentation experience, strong Notion and Airtable proficiency, and the ability to type at speed while listening. This is a mission-critical, full-time position requiring onsite work in Illinois.

Qualifications

• 3+ years of real-time documentation and coordination experience.
• Experience in medical/clinical wellness environments.
• PhD or clinical training is a strong asset.
• Must document while actively participating in live conversations.
• Fast typing speed; real-time transcription tests will be conducted.

Responsibilities

• Support live patient sessions by documenting key next steps in real time using bullet-point structure.
• Capture micro-level details accurately during conversations.
• Translate complex medical discussions into structured action items and follow-up workflows.
• Maintain and update patient workflows and live data inside Notion and Airtable.
• Execute documentation immediately after call completion.
• Coordinate onboarding steps, appointments, protocols, and follow-ups.
• Maintain high accuracy due to patient-care nature of work.
• Collaborate with operations to ensure documentation aligns with execution.
• Support process improvement through clean documentation and system updates.

Skills

Real-time coordination

Bullet-point documentation

Fast typing speed

Notion experience

Airtable experience

Education

PhD or clinical training asset

Tools

Notion

Airtable

Job description

Executive Coordinator & Operations Support

• April 30, 2026

Summary:

White Ash Group is supporting is seeking a Real-Time Executive Coordinator. This is a mission-critical role responsible for supporting real-time patient onboarding and protocol execution by documenting next steps during live conversations, then ensuring actions are immediately captured and organized in internal systems. The ideal candidate has exceptional real-time coordination ability, high typing speed, extreme attention to detail, and strong technical proficiency using Notion and Airtable to manage patient workflows and data.

• Support live patient sessions by documenting key next steps in real time, using clear bullet-point structure
• Capture critical micro-level details accurately while conversations are happening
• Translate complex medical discussions into clear, structured bullet-point action items, and follow-up workflows
• Maintain and update patient workflows and live data inside Notion and Airtable
• Execute documentation immediately upon call completion
• Coordinate patient onboarding steps, appointments, protocols, and routine follow-ups
• Maintain high accuracy standards due to the patient-care nature of the work
• Partner closely with internal operations support to ensure documentation and execution stays aligned
• Support process improvement through clean documentation and structured system updates

Education & Experience:

• 3+ years of experience in roles requiring real-time documentation and coordination (examples: Executive Coordinator, Medical Scribe, Clinical Coordinator, Patient Care Navigator, Healthcare Workflow Coordinator)
• Exposure to medical, clinical, neurological, regenerative, or functional medicine environments
• Education (PhD / clinical training) is a strong asset
• Must be comfortable processing complex medical vocabulary in real time
• Hands-on experience with Notion and Airtable is required (at least one, strong preference for both)
• Demonstrated ability to document while actively participating in live conversations
• Fast typing speed required (candidates will be tested; ability to type near real-time speech speed strongly preferred)
• Experience in wellness, medical, clinical, regenerative health, or related environments preferred
• Bullet-point documentation mindset (not narrative note-taking)
• Ability to think and execute simultaneously
• Illinois-based or willing to train onsite

Conditions and Benefits:

• Full-time position
• Mission-driven work where you will support a team dedicated to improving patient outcomes
• Initial in-person onboarding/training required in Illinois
• Opportunity to grow with a fast-moving organization operating at the intersection of wellness and operational excellence