Real-Time Executive Coordinator — Healthcare Operations

Cannabismarketspace; Northern (KY); Hybrid; 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

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.