Job Overview
Wisehub LLC is seeking a highly organized and proactive Executive Assistant & Client Coordination Manager to support the CEO and assist in coordinating communication and operations across our healthcare client network. This role combines executive administrative support with client relationship coordination, helping ensure that client needs are addressed efficiently and that internal teams stay aligned on priorities and deliverables.
The ideal candidate is a strong communicator who enjoys organization, problem-solving, and working with multiple teams. You will help manage scheduling, assist with client communications, track operational tasks, and support onboarding and ongoing client engagement. This role also involves coordinating with contractors and operational teams using project management tools such as ClickUp to ensure tasks are completed and services are delivered smoothly.
This is a remote, part-time independent contractor (1099) position, averaging 10–15 hours per week, with occasional travel within New England for client meetings if needed. The position offers flexible scheduling and the opportunity to work closely with leadership while gaining experience in healthcare operations and consulting.
Duties
Executive Support
- Provide administrative and operational support to the CEO.
- Assist in managing the CEO’s communications with clients, partners, and internal teams.
- Coordinate meetings, follow-ups, and action items related to client accounts and operational initiatives.
- Assist in drafting and organizing communications, reports, and internal updates as needed.
- Help prioritize tasks and ensure operational items assigned by the CEO are tracked and completed.
Client Coordination
- Support the CEO in maintaining strong relationships with assigned healthcare clients.
- Participate in regular client check-ins or meetings (virtual or in-person when needed) to understand client needs and ensure service satisfaction.
- Assist in addressing client questions, requests, and service-related concerns.
- Document client feedback and coordinate internally to ensure proper follow-up and resolution.
Operational Coordination
- Coordinate with internal contractors, consultants, and operational teams to ensure assigned tasks are completed efficiently.
- Help organize project workflows and track progress using ClickUp or other project management tools utilized by The Company.
- Ensure communication between departments and contractors remains clear and organized.
- Assist with monitoring service delivery timelines and operational milestones.
Client Onboarding Support
- Assist in coordinating onboarding activities for new clients.
- Ensure onboarding steps are completed across operational teams.
- Help maintain organized onboarding documentation and task tracking.
Administrative & Documentation Duties
- Maintain organized records of client communications, meetings, and operational updates.
- Track action items and follow-ups within the Company’s project management systems.
- Prepare periodic summaries or reports regarding client activity, project status, and operational updates.
Professional Representation
- Represent The Company professionally in all interactions with clients, partners, and contractors.
- Maintain confidentiality and adhere to all applicable privacy and healthcare compliance requirements, including HIPAA when applicable.
Requirements
- Experience in healthcare operations, client success, account management, or practice management support.
- Strong understanding of outpatient healthcare workflows (psychiatry, behavioral health, internal medicine, urgent care, dentistry, or related specialties).
- Excellent communication, relationship-building, and problem-solving skills.
- Ability to manage multiple client accounts independently and proactively.
- Familiarity with HIPAA requirements and sensitivity to healthcare compliance standards.
- Experience working with CRM systems and client documentation tools preferred.
Pay: $25.00 - $32.00 per hour
Work Location: Remote
