AI-Supercharged Executive Assistant

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an AI-Supercharged Executive Assistant based in the United States.

This is a full-time, remote opportunity supporting U.S.-based healthcare practice owners with high-level administrative and operational needs.
You’ll take ownership of calendars, inboxes, tasks, projects, meetings, reporting, and day-to-day follow-through.
The role combines traditional executive assistance with hands-on use of AI tools to make communication and workflows faster and more effective.
You’ll work within a structured AI environment where technology supports your work, while your judgment ensures everything is accurate, appropriate, and aligned with the practice owner’s voice.
You’ll receive structured AI training, ongoing one-on-one coaching, and access to a community of professionals performing similar work.
This is an opportunity to become a trusted operational partner while developing practical expertise in AI-powered executive support within healthcare.

Accountabilities

• Own and maintain the practice owner’s calendar, including time blocking, protected focus periods, color coding, meeting confirmations, personal appointments, and travel coordination when applicable.
• Manage the owner’s inbox by triaging messages, handling routine requests, drafting communications, escalating decisions appropriately, and ensuring urgent matters are surfaced within defined response windows.
• Use AI tools to prepare email drafts, calendar summaries, meeting agendas, reports, and other materials while reviewing all AI-generated content before it is shared.
• Maintain a centralized task tracker covering commitments, owners, deadlines, and follow-ups, ensuring work consistently moves from assignment through completion.
• Coordinate projects across the owner, internal staff, patients or clients, and vendors, breaking larger initiatives into actionable steps and monitoring milestones.
• Prepare meeting agendas, presentations, slide decks, and same-day meeting recaps with clearly assigned action items.
• Deliver daily and weekly summaries that give the practice owner a clear view of priorities, progress, outstanding items, and completed work.
• Pull information from CRMs, EMRs, spreadsheets, and other systems, validating data and spot-checking figures before reports are distributed.
• Support patient and client follow-up, referrals, waitlists, scheduling workflows, invoices, PTO tracking, vendor coordination, and compliance reminders as applicable to the practice.
• Create and maintain SOPs for recurring processes and continuously improve workflows based on what works in practice.
• When applicable, monitor social media and Google or Yelp reviews and prepare responses for the owner’s approval.
• Maintain the AI environment’s brand-voice resources and continuously refine workflows through weekly coaching and real-world feedback.
• Protect patient, staff, and business information at all times and maintain strict HIPAA compliance. AI-generated communications must always be reviewed before being sent to patients, staff, or other external contacts.

Requirements

• 1–3 years of relevant professional experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting a business owner, executive, or senior leader.
• Hands-on experience using AI tools to support real business or administrative work.
• Strong project coordination, organization, and task-management skills, with a demonstrated ability to follow work through to completion.
• Excellent time management and prioritization skills, with the ability to manage competing deadlines without losing track of details.
• Strong presentation skills and the ability to create clear, polished slide decks for meetings, training sessions, and business conversations.
• Excellent written English and the ability to communicate professionally in another person’s voice.
• Strong judgment and discretion, including the ability to distinguish between tasks you can handle independently and matters that require escalation.
• Confidence working independently while maintaining consistent, proactive communication with the practice owner.
• Proficiency with Google Workspace or Microsoft 365.
• Willingness to complete required confidentiality and compliance training before starting.
• Reliable home-office setup and stable internet connection suitable for sec…