Virtual Executive Assistant - US-based telehealth

Company Overview
A client runs two US-based telehealth companies. Lasara is his established business of nine years, and Mankind Health launched in the last few months. Both are cash-pay practices that serve patients across the United States. He also runs a personal brand that drives visibility for both companies, so social media is active across all three: Lasara, Mankind Health and his personal brand.
Role Overview
With an established business and a brand-new one running side by side, the client is spending too much of his day on administrative work: chasing vendors, tracking invoices, checking orders and handling customer issues. He is looking for a sharp, proactive Executive Assistant to take this off his plate so he can focus on strategy and bigger decisions. The right person learns things once, asks good questions, solves problems on their own, and improves on the task instead of just completing it. His communication style is direct and to the point, so this role suits someone confident and unbothered by short, efficient messages.
Key Responsibilities
• Manage up to 4 email inboxes (including John's): respond on his behalf where appropriate, acknowledge requests, and set up a clear labeling, flagging and folder system.
• Turn email requests into tasks in Asana so nothing falls through the cracks, and keep follow-ups moving.
• Own vendor and invoice follow-through: resolve back-and-forth with vendors and labs (email and phone) and bring the client only the final step. Over time, review invoices for accuracy and submit payments on his behalf once access is granted.
• Quality-check website orders, especially for Mankind Health: confirm each order reached the pharmacy, the prescription was accepted, and it shipped.
• Handle basic customer needs by phone and email: confirm shipping addresses, update failed payment details, help with patient portal login issues, and point patients to existing resources (e.g. tutorial videos). No clinical advice.
• Support social media across all three brands: respond to comments and community engagement, source new influencers, and spot trends worth acting on.
• Research both businesses' offerings and pitch new content ideas and video scripts.
• Help organize photo and video shoots.
• Shadow the client on website, app and CRM projects with marketing agencies and developers and help track the next deliverables.
Skills & Tools
• Minimum 3–4 years of Executive Assistant or similar experience, ideally supporting a founder or busy executive.
• Google Workspace (Gmail, Docs, Sheets) and Asana.
• CRM experience in any system. John uses GoHighLevel and Salesforce, plus Wizlo (EMR) and Sprout Social. Experience in one CRM is enough.
• Confident on the phone with vendors and patients; excellent written and spoken English.
• Learns quickly and takes notes; only needs to be told something once.
• Problem solver who asks questions when unsure, takes direction, and makes the task better rather than simply taking orders.
• Not overly sensitive to direct, brief communication.
• Nice to have: tech-savvy with AI tools (ChatGPT, Claude).
• Nice to have: a basic understanding of how websites, apps and CRMs are built, enough to follow conversations with developers.

Work arrangement
Yes