Healthcare Executive Assistant - Freelance, Remote

Department: Support & Leadership

Employment Type: Part Time

Location: LatAm - Brazil

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description\nAbout the Client
A leading global healthcare staffing firm connecting top-tier medical professionals with premier healthcare institutions worldwide. Operating across multiple countries, including Canada, the  USA, the UK, and the UAE, they specialize in placing healthcare professionals while maintaining the highest standards of service. Their commitment to excellence has established them as a trusted partner in the healthcare staffing industry.

Why does this role exist?
We're seeking a Healthcare Executive Assistant to provide comprehensive administrative support to our senior leadership, managing complex international communications, travel arrangements, and administrative operations. This role is crucial in maintaining smooth business operations across multiple time zones and ensuring efficient coordination between our global offices and healthcare partners. 

The Impact you’ll makeAdministrative Management \nHandle all incoming communications via email and phone\nManage the VoIP phone system\nComplete and submit various application forms and organizational memberships\nProcess and reconcile credit card transactions\nMeeting & Calendar Coordination \nSchedule and coordinate meetings across multiple time zones\nPrepare and distribute meeting agendas\nManage executive calendar and appointments\nTravel Logistics \nArrange international travel, particularly for Dubai operations\nBook flights according to specific airline preferences and schedules\nCoordinate with international vendors for various services\nDocument & Vendor Management \nMaintain organized documentation systems\nCoordinate with vendors for printing and graphics\nManage international deliveries and shipping\n

Skills, Knowledge and ExpertiseRequired:\nMinimum 2 years of experience as an executive assistant\nPrevious experience working with US or Canadian clients\nProven track record in managing international travel logistics\nProficiency in Microsoft Teams and Excel\nExperience with VoIP systems\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor, and up.\nInternet speed of at least 40 Mbps\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nExceptional organizational and multitasking abilities\nStrong attention to detail and accuracy\nProactive problem-solving approach\nAdvanced communication skills\nAbility to maintain composure under pressure\nCultural awareness and international business etiquette\nAdaptability to changing schedules and priorities\nYou should apply if… \nYou thrive in a dynamic, fast-paced environment\nYou're known for your proactive and solution-oriented mindset\nYou enjoy working with international stakeholders\nYou're comfortable with schedule flexibility\nYou have a strong personality and can handle high-pressure situations\n\nWhat to expect...

\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\nMonday to Friday, between 8 AM to 5 PM PST (Pacific Standard Time)\nOccasional weekend availability for urgent matters\n20 hours per week\nCompensation:\n$7 per hour\nNo benefits package included\n

Benefits