[Hiring] Healthcare Applicant Operations Specialist @Pearl

Role Description

As an Applicant Operations Specialist, you will provide high-level administrative and operational support to healthcare executives. This role exists to ensure executives can focus on patient care, strategic initiatives, and leadership priorities by managing schedules, communications, and coordination tasks. You will work closely with healthcare staff and leadership, handling sensitive information in a regulated environment. The role is execution-focused, detail-oriented, and requires strong judgment, discretion, and proactive problem-solving. Candidates who thrive are highly organized, dependable, and comfortable supporting multiple stakeholders simultaneously in a fast-paced remote setting.

Your Impact

• Directly improve executive efficiency by managing time-sensitive priorities and administrative workflows.
• Reduce scheduling conflicts, improve communication flow, and support smooth patient-related coordination.
• Ensure compliance with healthcare privacy standards to protect sensitive patient and organizational data.
• Enable healthcare leaders to focus on strategic decisions and high-quality patient outcomes.
• Maintain operational consistency and professionalism across workflows.

Core Responsibilities

• Executive Administrative Support – 50%
  • Manage and maintain multiple executive calendars, scheduling meetings and resolving conflicts proactively.
  • Coordinate internal and external meetings, prepare agendas, and manage executive correspondence.
  • Co-lead and support high-level projects by tracking timelines, follow-ups, and deliverables.
  • Prepare reports, presentations, and executive documentation as needed.
  • Ensure executives are aligned on priorities, deadlines, and scheduling requirements.
• Patient & Healthcare Coordination – 30%
  • Support executives with patient scheduling and related coordination requirements.
  • Liaise with healthcare staff to align priorities and ensure smooth communication.
  • Assist with organizing information related to patient care workflows while maintaining accuracy.
  • Coordinate follow-ups and maintain responsiveness across patient-related administrative tasks.
  • Help ensure operational continuity between leadership and healthcare support teams.
• Confidentiality & Compliance – 20%
  • Ensure adherence to HIPAA and healthcare data privacy standards in all administrative tasks.
  • Handle sensitive patient and business information with discretion and professionalism.
  • Maintain secure documentation and follow compliance-related processes consistently.
  • Support accurate recordkeeping and compliance-driven operational workflows.

Qualifications

• 2+ years of experience in healthcare operations, patient intake, telehealth, or patient-facing support roles.
• Experience supporting executives in a healthcare or regulated environment.
• Working knowledge of HIPAA and healthcare compliance standards.
• Excellent organizational, time management, and written/verbal communication skills.
• High level of discretion, reliability, and attention to detail.
• Ability to manage multiple priorities and stakeholders simultaneously.
• Tech-savvy and confident navigating digital systems and scheduling platforms.
• Strong problem-solving and proactive coordination skills.

Nice-to-Haves

• Background in US healthcare administration.
• Familiarity with EHR/EMR systems.
• Experience supporting multiple executives simultaneously.
• Experience working in startup or high-growth healthcare environments.
• Exposure to operational project coordination or workflow management.

Tools Proficiency

• Required:
  • Google Workspace (Docs, Sheets, Calendar)
  • Email and calendar management tools
  • Video conferencing tools (e.g., Zoom)
  • Team communication tools (e.g., Slack)
• Preferred:
  • EHR/EMR systems
  • Project or task management tools (e.g., Asana, Notion)

Benefits

• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote—work from anywhere
• Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
• Generous PTO: In accordance with company policy
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Connect with professionals worldwide

Our Recruitment Process

• Application
• Screening
• Skills Assessment
• Top-grading Interview
• Client Interview
• Job Offer
• Client Onboarding

Ready to Join Us?

If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.