Remote Personal Assistant & Account Management Liaison

Job Summary:

We are seeking a highly professional Personal Assistant to join our team. In his role you will be the dedicated representative and primary point of contact for each assigned therapist. This role is responsible for running every operational detail of the therapists practice, including phone calls, scheduling, client communication, and payment management. You must take full ownership of their assigned accounts and ensure that each practice operates smoothly, efficiently, and professionally. This position requires strong communication, excellent organization, and an executive-level presence when interacting with clients. Every therapist must feel they have a trusted, capable professional running their office, so they can stay focused on their clinical work.

Key Responsibilities:

• Act as the dedicated personal secretary for assigned therapists.
• Answer and return calls promptly with a confident, professional, and friendly tone.
• Manage therapist calendars, appointments, cancellations, and follow-up reminders.
• Communicate with clients and therapists in a proactive and solutions-focused manner.
• Take full ownership of each assigned account, ensuring all tasks, processes, and follow-ups are completed without reminders.
• Track all pending items and ensure nothing is missed or delayed.
• Maintain accurate records, documentation, and workflows for each account.
• Serve as the point of accountability for each therapists administrative success.
• Process payments, submit billing, and follow up on outstanding balances.
• Ensure all payment-related tasks are completed accurately and on time.
• Communicate clearly and professionally with clients regarding billing matters.
• Anticipate therapist needs and resolve issues before they arise.
• Coordinate services, paperwork, and administrative requirements.
• Ensure that every assigned practice is running at full efficiency.
• Perform other ongoing administrative tasks as needed to support operations.

Qualifications & Requirements:

• Strong English communication skills (written and spoken).
• Strong interpersonal and clear communication skills with the ability to engage effectively with cross-functional teams, internal leaders, providers, and potential clients.
• Highly responsible, organized, and proactive.
• Ability to multitask and manage multiple therapists' accounts simultaneously.
• Friendly, approachable, and service-oriented.
• Professional phone and email etiquette and customer service mindset.
• Previous experience in account management, executive support, medical office coordination, or customer relationship roles preferred.
• Familiarity with data entry management tools is preferred.
• Proficiency in Microsoft Office (Word, Microsoft Excel) and Google Workspace (Docs, Sheets).
• Sound judgment and the capacity to comprehend and execute instructions promptly with minimal supervision.
• Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.

Compensation & Benefits:

• 100% remote work.
• Compensation in USD.
• Full-time position with 40 hours weekly.
• Great work environment with potential for growth.