[Hiring] Executive Assistant @Inside Out Hiring

Role Description

Are you an experienced, highly organized, and tech-savvy professional who thrives in a fast-paced medical environment? Do you enjoy taking ownership of operations, delivering exceptional patient support, and using AI to streamline business processes? We are seeking a proactive Executive Assistant based in LATAM (preferred) or South Africa to become the physician-founder's trusted operational partner at a growing hair restoration clinic and medical wellness platform!

As the Executive Assistant to the physician-founder, you will take ownership of the clinic's non-clinical administrative, logistical, and patient-facing operations. Your responsibilities will cover:

• Managing incoming calls
• Coordinating patient consultations and procedures
• Maintaining CRM records
• Handling pharmacy orders
• Overseeing clinical inventory
• Supporting executive priorities and digital marketing workflows

This is an admin-first and patient-facing position that requires exceptional organizational skills, strong customer service, and the ability to manage multiple workflows independently.

You will also have the opportunity to leverage AI tools like Claude to improve processes, build automations, and document recurring workflows into standardized operating procedures (SOPs).

Qualifications

• Established Executive Assistant Experience: Mid-to-senior-level experience as an Executive Assistant or Virtual Assistant, preferably supporting a physician-founder or working directly within an aesthetic or medical practice.
• Medical Practice & HIPAA Familiarity: Experience handling Protected Health Information (PHI), with willingness and ability to sign a Business Associate Agreement (BAA) and complete HIPAA training.
• Fluent English Communication: Excellent spoken and written English skills, with a warm, polished, and professional communication style suitable for direct patient interaction.
• Female Candidate Required: The client specifically requires a female candidate for this position, as prospective patients have expressed greater comfort discussing hair loss concerns with a woman during virtual consultations.
• Professional On-Camera Presence: Confident and presentable during virtual patient consultations, with a professional appearance and appropriate video-call background.
• Proactive & Independent Problem Solver: A self-starter who anticipates operational needs, takes initiative, and finds solutions before escalating issues to the founder.
• Advanced Claude & AI Proficiency: Comfortable using Claude for prompting, projects, workflow automation, drafting, and operational problem-solving.
• Strong Technical Skills: Proficient with Google Workspace, Dropbox, and Slack, with the ability to navigate multiple digital workflows efficiently.
• Reliable Remote Work Setup: Must have a dependable home office, stable high-speed internet, and a reliable computer and smartphone.

Requirements

• Hands-on experience with Zoho CRM, Acuity Scheduling, or RXNT.
• Experience with medical financing platforms such as CareCredit, Cherry, or PatientFi.
• Previous experience supporting hair restoration, aesthetic clinics, medical practices, or healthcare businesses.
• Familiarity with pharmacy ordering systems such as Pure, Empower, and VPI.
• Experience coordinating digital marketing, social media content, graphic design, or video production workflows.
• Bilingual proficiency in English and Spanish is a strong advantage.

Benefits

• Salary: $2,000–$2,500 per month
• Work Schedule: Monday to Friday, 9:00 AM – 5:00 PM (Central Time)
• Evening sign-out with the doctor when the clinic runs late.
• Nights and weekends: Respond to new-consultation calls when possible.
• Start Date: To be confirmed