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Assist World

Posted 5 months ago

Open

Executive Virtual Assistant (Healthcare Tech)

PhilippinesRemoteFull-time

AI Summary

Executive Virtual Assistant to support senior leadership with calendar management, travel coordination, inbox organization, and interview scheduling for a healthcare tech company.

About this role

Company Overview

We are a growing healthcare technology company with a distributed team of ~32 employees and three co-founders. We are seeking a highly reliable, detail-oriented Executive Virtual Assistant to support senior leadership with daily operations and scheduling. This role will primarily support two co-founders, with occasional assistance to a third co-founder and select team members. Consistency, trust, and responsiveness are critical to success in this role.

Role Overview

The Executive Virtual Assistant will serve as a trusted partner to leadership, owning calendar management, travel coordination, inbox organization, and interview scheduling. This role is ideal for someone experienced in supporting executives in fast-paced environments who values structure, follow-through, and proactive communication.

Core Responsibilities

Executive & Administrative Support

  • Manage complex calendars for multiple co-founders
  • Schedule meetings
  • Resolve conflicts
  • Build in focus time
  • Coordinate domestic and international travel Flights, hotels, itineraries
  • Last-minute changes and adjustments
  • Draft and manage emails on behalf of executives
  • Maintain inbox organization and prioritization

    • Scheduling & Coordination

  • Schedule internal and external meetings
  • Coordinate interview scheduling with candidates and internal stakeholders
  • Ensure timely follow-ups and confirmations
  • Support hiring coordination to ensure a smooth candidate experience

    • Cross-Team & Ad Hoc Support

  • Occasionally assist other team members (e.g., sales leadership) with travel or scheduling
  • Create and maintain documents, Google Sheets, and trackers as needed
  • Support light administrative tasks across the organization (≤10% of workload)

    • Personal & Executive Logistics

  • Assist with limited personal logistics for the CEO (as needed)
  • Act as a dependable point of support to reduce executive workload

    • Must-Have Qualifications

  • 3+ years of experience as an Executive Assistant or Virtual Assistant
  • Proven experience supporting senior leadership or founders
  • Strong calendar and travel coordination skills
  • Excellent written and verbal English communication
  • High reliability, responsiveness, and attention to detail
  • Ability to manage multiple priorities with consistency and follow-through

    • Required Tools & Systems

  • Google Workspace (Gmail, Google Calendar, Google Docs, Sheets)
  • Slack
  • Zoom

    • Nice-to-Have (Not Required)

  • Experience coordinating interviews or supporting hiring processes
  • Familiarity with Applicant Tracking Systems (ATS)
  • Experience working in tech or healthcare environments

    • What Success Looks Like

  • Executives trust that tasks will be completed accurately and on time
  • Calendars are organized, realistic, and well-managed
  • Travel and scheduling run smoothly with minimal executive involvement
  • Communication is proactive, clear, and consistent
  • Reduced operational friction for leadership

    • Skills

    ATS FamiliarityCalendar ManagementDocument CreationEmail DraftingFollow-upGoogle CalendarGoogle DocsGoogle SheetsGoogle Workspace (GmailHiring CoordinationInbox OrganizationInterview SchedulingMulti-timezone SchedulingPrioritizationRemote CoordinationSheetsSlackTravel CoordinationTravel ItinerariesZoom

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