Executive Assistant (Remote, Full‑Time)

About the role

The client supports children and adults in developing under‑developed brain areas to reach their full potential. They are seeking an Executive Assistant to support the founder, handling daily administrative tasks, client communication, and clinic operations in a fully remote setting.

Key responsibilities

• Manage the founder's inbox, calendar, and daily administration.
• Prepare documents, briefs, and meeting materials.
• Flag upcoming deadlines and turn ideas into actionable plans.
• Draft, send, and track client contracts and paperwork.
• Answer and return calls and emails from families, clients, and partners in English and Spanish.
• Schedule, confirm, and reschedule client appointments by phone.
• Maintain client records and schedules in the CRM.
• Coordinate scheduling across therapists, trainers, and clients.
• Monitor office supplies and arrange reorders.
• Build and maintain systems and standard operating procedures.
• Participate in daily team huddles and track action items.

Required profile

• Fluent in English and Spanish, both spoken and written (C2 level).
• Fast learner who can execute tasks without step‑by‑step direction.
• Proactive, quick‑thinking, highly organized, and able to manage multiple tasks.
• Experience as an executive assistant, admin coordinator, or similar operations role.
• Comfortable communicating with clients by phone.
• Confident using CRMs, scheduling, and calling software.

Required skills

• CRM platforms
• Scheduling software
• vCita