Executive Administrative Assistant

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Executive Administrative Assistant based in Brazil.

Join a fast-paced, remote-first healthcare operations environment where organization, communication, and execution directly support patient-centered services. In this role, you will provide high-level administrative and operational support across multiple business functions, ensuring smooth coordination between clinical, sales, marketing, and compliance teams. You will act as a key operational link, helping maintain efficiency across daily workflows while supporting leadership and cross-functional initiatives. The position involves managing communications, coordinating logistics, maintaining critical documentation, and supporting both internal teams and external partners. You will contribute to the overall reliability and responsiveness of a growing multi-entity healthcare organization operating in the U.S. market. This is an ideal opportunity for a detail-oriented professional who thrives in structured yet dynamic environments and enjoys keeping operations running seamlessly behind the scenes.

Accountabilities

• Coordinate and confirm daily laboratory pickups with healthcare partners, providers, and service teams.
• Manage incoming communications across phone, email, and messaging channels, ensuring timely and professional responses to client and partner inquiries.
• Maintain and organize compliance documentation, including verification records, authorization forms, and account files.
• Handle scheduling, travel arrangements, and calendar coordination for executives and internal teams.
• Provide comprehensive administrative support to leadership, sales, marketing, and operations teams.
• Update and maintain CRM systems with accurate lead data, client records, and engagement activity.
• Support outreach efforts including lead follow-ups, meeting scheduling, and proposal coordination.
• Assist in preparing presentations, pricing documents, proformas, and client-facing materials.
• Coordinate with vendors, partners, and logistics teams to ensure timely delivery of services and supplies.
• Support marketing initiatives such as campaign coordination, event invitations, and content preparation.
• Serve as a first point of contact for client and partner communications, ensuring responsiveness and clarity.
• Track expenses, invoices, reimbursements, and assist with basic bookkeeping and financial documentation.
• Coordinate operational logistics with clinical and phlebotomy teams for on-site service execution.
• Ensure seamless cross-department coordination to maintain high service quality and operational efficiency.

Requirements

• Minimum of 3 years of experience in executive assistant, administrative, or operational support roles.
• Strong written and verbal communication skills in English; Spanish is a plus.
• Excellent organizational and multitasking abilities with strong attention to detail.
• Proficiency with Google Workspace, Excel, and task or project management tools such as Slack or Monday.com.
• Experience working in remote environments and managing multiple priorities simultaneously.
• Ability to handle confidential information with discretion and professionalism.
• Comfortable working in healthcare-related or regulated environments involving coordination with clinical teams.
• Strong problem-solving skills with a proactive, hands-on approach to daily tasks.
• Experience with CRM systems and familiarity with marketing or design tools such as Canva or PowerPoint is a plus.
• High level of adaptability, reliability, and time management discipline.

Benefits

• Fully remote, full-time position open to candidates based in Latin America.
• Long-term opportunity within a stable and growing U.S. healthcare organization.
• Direct exposure to leadership and cross-functional business operations.
• Opportunity to work across diverse functions including operations, marketing, compliance, and client relations.
• Professional development in a fast-paced, mission-driven healthcare environment.
• Dynamic and collaborative remote work culture.
• Broad operational exposure supporting career growth in administrative and executive support roles.

How Jobgether works: We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team. We appreciate your interest and wish you the best!  Why Apply Through Jobgether?    Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre-contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time.     #LI-CL1