We are seeking a highly organized, proactive Remote Executive Assistant to support the development and expansion of a physician collaborative network focused on spine care. This role is ideal for someone with strong healthcare administrative or operational experience who can manage outreach, communications, scheduling, and document organization with professionalism and persistence.
The Executive Assistant will work directly with leadership to coordinate physician recruitment efforts, manage communications, and maintain structured tracking systems to support network growth.
Key Responsibilities
Physician Outreach & Coordination
- Maintain and update a master list of targeted physicians
- Initiate and track outreach to prospective member doctors
- Schedule introductory calls and follow-up meetings
- Send invitations, reminders, and follow-up communications
- Coordinate referrals of physicians introduced by current members
- Log all outreach activity and status updates
Pipeline & CRM Management
- Track physician status through defined stages (invited, scheduled, completed meeting, pending decision, joined, declined)
- Maintain organized tracking systems (CRM or database)
- Provide weekly pipeline reports to leadership
Document & Agreement Management
- Organize and maintain digital files, agreements, and templates
- Ensure proper version control of documents
- Prepare meeting materials and briefing summaries
Calendar & Meeting Support
- Manage executive calendar related to physician outreach
- Prepare call agendas and follow-up summaries
- Coordinate virtual meetings and ensure all materials are distributed
Administrative & Operational Support
- Draft structured emails and communications
- Monitor responses and ensure timely follow-up
- Maintain organized records of all communications
Qualifications
- Prior experience in healthcare administration, medical practice operations, or physician relations strongly preferred
- Experience communicating with physicians or senior professionals
- Strong organizational and tracking skills
- Comfortable using CRM systems, spreadsheets, and cloud-based document platforms
- Clear, professional written and verbal communication
- Self-directed, proactive, and comfortable following up persistently
- High level of discretion and professionalism
Preferred Experience
- Experience supporting medical practices, healthcare startups, or physician groups
- Familiarity with medical terminology and healthcare organizational structures
- Experience with recruitment pipelines or business development coordination
Performance Expectations (First 90 Days)
- Establish and maintain a structured physician outreach tracking system
- Schedule and coordinate introductory meetings with targeted physicians
- Ensure all outreach communications are logged and followed up systematically
- Deliver weekly progress reports summarizing outreach activity and pipeline status
- Maintain organized, accessible document systems
Impact of the Role
This position contributes directly to the structured development of a physician-led collaborative model designed to strengthen independent medical practices through coordinated referral pathways and shared infrastructure.
The Executive Assistant will play a central role in organizing physician participation, facilitating structured communication, and supporting the disciplined growth of a regional medical network. The work performed in this role is foundational to building a sustainable framework that enhances professional collaboration while preserving physician autonomy.
This is not routine administrative work. It is operational support for the development of an organized, scalable physician alliance intended to modernize how independent practices collaborate and grow.
Personal Attributes
- Detail-oriented and highly structured
- Confident, articulate, and comfortable communicating with senior physicians
- Persistent without being aggressive
- Systems-minded and process-driven
- Comfortable working independently in a remote setting
Additional Leadership Fit Requirements
This role supports a founder who operates with high intensity, strong focus, and rapid strategic thinking. The ideal candidate must be comfortable working with a decisive, intellectually demanding executive who expects clarity, precision, and follow-through.
The right individual will:
- Be intellectually curious and able to understand complex healthcare and organizational concepts
- Think critically and anticipate needs rather than wait for direction
- Remain calm and organized under high expectations
- Be comfortable receiving direct feedback
- Value structure, discipline, and measurable progress
This position is best suited for a mature, highly capable professional who prefers working at a strategic level rather than performing routine clerical tasks.
Pay: $25.00 - $30.00 per hour
Work Location: Remote
