Executive Assistant (Job ID: RICBEN1EA)

IMPORTANT - Watch this quick Loom video on how to get hired:

• C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
• PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

Our client operates a virtual clinical network managing a nationwide association of healthcare providers and physicians within the U.S. personal injury healthcare space. Headquartered in Texas, they bridge clinical networks with contingency-based care models, financial services, and AI-driven care coordination platforms.

The company maintains a lean, highly effective management team overseeing an expansive clinical association. Their work culture is family-oriented, flexible, and built on mutual respect and partnership—operating with low friction, high trust, and zero micromanagement.

About the Role

We are looking for a high-capability Executive Assistant / Chief of Staff to act as a direct proxy and operational partner to our executive team (Co-CEOs / CFO). This is not an ordinary task-driven Virtual Assistant role. It is a high-touch hybrid position—part strategic operational bridge, part high-trust private EA—designed to provide structure, streamline leadership focus, and handle both business and personal administrative flows.

Both executives are self-sufficient but ready to delegate control to the right person. If you are proactive, tech-forward, and comfortable seamlessly balancing executive business operations with personal "life admin," you will thrive here.

Key Responsibilities

1. Strategic Business Support & CRM Management

• Research & Preparation: Conduct high-level business research and prepare comprehensive executive briefs, slide decks, and meeting materials ahead of key decision-making sessions.
• CRM & Data Reporting: Pull data, manage reports, and maintain accurate records within the business CRM to ensure leadership has clear visibility into core metrics.
• SOP & Process Documentation: Create, refine, and document standardized operating procedures (SOPs) for recurring processes to build lasting business infrastructure.

2. Executive Administration & Calendar Ownership

• Calendar & Communication: Proactively manage complex executive calendars, filter priority communications, and protect leadership’s focus time.
• Cross-Executive Alignment: Coordinate seamlessly between co-CEOs, establishing clear delegation boundaries and operational syncs to build trust and alignment across remote structures.

3. Executive Personal Administration ("Life Admin")

• Handle high-level personal tasks for senior leadership, including complex travel arrangements, personal insurance calls, dining/venue reservations, and vendor management.
• Manage sensitive personal projects with total discretion, reliability, and precision.

Qualifications & Attributes

• Executive Communication: Exceptional verbal and written English communication skills.
• Bilingual Capability (Spanish):Strongly Preferred / Highly Beneficial given our Texas location and customer base (Spanish fluency is a major asset).
• AI Tool Integration: Active experience using AI as a daily productivity partner. Familiarity with Anthropic Claude (our core internal platform) alongside ChatGPT, Gemini, or Google native tools is a strong plus.
• High Autonomy & Judgment: Resourceful problem-solver with strong common sense. You don't need step-by-step instructions—you spot friction and address it independently.
• Adaptability & Cultural Fit: Grounded, reliable, and comfortable shifting effortlessly from strategic business tasks to everyday personal admin.

Tech Stack: Google Workspace native, RingCentral, custom internal CRM, Anthropic Claude AI platform.

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