Personal Assistant

About the Client

Our client is a U.S.-based healthcare corporate and regulatory law firm supporting private physician practices across specialties such as anesthesia, radiology, pediatrics, and surgery.

The firm works closely with medical groups on contracting, compliance, negotiations, and operational matters tied to high-value healthcare services. Their work directly impacts how practices operate, grow, and manage complex regulatory environments.

The team is lean and highly focused, operating with a strong emphasis on responsiveness, precision, and high-quality client service.

This is a real operating environment with active clients, ongoing matters, and a steady flow of work - not a startup experiment or loosely defined support role.

The Role

Our client is looking for a remote, full-time Executive / Personal Assistant to act as a central operational partner to the founder.

This is not a traditional task-based assistant role. It is designed for someone who can manage workflows, reduce interruptions, and ensure consistent follow-through across both business and personal responsibilities.

The role is primarily business-focused (~85%), with a smaller component of personal and family logistics (~15%).

This role is ideal for someone who:

• Enjoys creating structure and clarity in fast-moving environments
• Takes ownership of tasks and follows them through to completion
• Is proactive and anticipates needs rather than reacting to them
• Is comfortable acting as a gatekeeper and prioritization layer
• Wants to grow into a high-trust, high-responsibility operational role
• You will start by supporting day-to-day coordination (calendar, inbox, task tracking) and gradually take on more ownership of workflows and prioritization as you build context.

Work Environment & Tools

Primary tools and systems include:

• Outlook (calendar and email management)
• Microsoft Teams (internal communication)
• Task tracking systems (lightweight, evolving)
• Document management tools for legal workflows

The workflow is structured but practical:

• Daily check-ins (10-15 minutes) to align priorities
• Weekly planning sessions for workload visibility
• Direct communication with the founder for clarity and decisions
• Minimal unnecessary meetings to preserve focus

Responsibilities:

• Manage and optimize calendar, including scheduling, prioritization, and protection of focus time
• Monitor and organize inbox and communications, ensuring timely responses and proper routing
• Track tasks, deadlines, and follow-ups across business matters
• Reduce interruptions by consolidating and structuring incoming requests
• Convert emails and conversations into clear next actions (tasks, reminders, calendar items)
• Support coordination of client-related administrative workflows (documents, signatures, tracking)
• Maintain organized digital records and structured information flow
• Assist with CRM updates and client follow-up tracking
• Handle personal and family logistics, including scheduling, appointments, and coordination
• Ensure nothing falls through the cracks across both professional and personal responsibilities
• Be responsive during core hours (9 AM – 5 PM EST) for calendar, inbox, and task management

Core Requirements:

• 4-5+ years of experience in an Executive Assistant, Personal Assistant, or similar operational role
• Strong organizational and prioritization skills
• Excellent written communication (clear, concise, professional)
• Ability to manage multiple workflows simultaneously
• High level of discretion and comfort handling confidential information
• Strong sense of ownership and follow-through
• Comfort working in a fast-paced, unstructured environment

Nice to Have:

• Experience supporting founders, executives, or small professional firms
• Exposure to legal, healthcare, or professional services environments
• Experience with CRM systems or task management tools
• Strong judgment in prioritization and decision-making

Why Join?

• Work directly with a founder in a high-trust, high-impact role
• Be part of a lean, experienced team with real clients and meaningful work
• Gain ownership over workflows and operational execution
• Minimal bureaucracy and fast decision-making
• Long-term role with stability and growth in responsibility

If this sounds like a fit, we'd love to hear from you - please apply and share a bit about your experience.