JOB OVERVIEW
Seeking a highly proactive and organized Remote Office Staff. The ideal candidate will serve as a reliable right-hand support-handling administrative tasks, research, communication, and scheduling-while also playing a key role in personal brand development and project coordination. This role is essential for optimizing the CEO’s time, streamlining operations, and supporting sustained business growth.
Responsibilities:
1. Calendar & Email Management:
— Organize and maintain multiple calendars (pharmacy and agency), resolve scheduling conflicts, and send meeting reminders.
— Provide daily reminders including a key 9:00 PM EST call to prompt CEO’s video recordings.
— Sort, categorize, and flag important emails; ensure inbox organization for easy navigation.
2. Social Media & Personal Branding:
— Assist with brand development for the CEO on LinkedIn and other platforms.
— Research content ideas for articles and thought leadership pieces.
— Schedule social media posts using automation tools and coordinate with AI content systems (e.g., Central AI).
— Support content scheduling for the pharmacy’s dormant Facebook page, including holiday greetings and informational posts.
3. Market & Client Research:
— Conduct market research for LinkedIn authority-building initiatives.
— Support lead generation research, especially targeting stem cell clinics.
— Track pharmacy-related trends and client engagement needs.
4. CRM & Administrative Support:
— Assist with the GoHighLevel (GHL) CRM-training will be provided if unfamiliar.
— Maintain and update client records, support onboarding processes, and help manage future client expansions.
— Collaborate with other teaUpgrade to see actual infombers via Slack for internal communication and task execution.
5. Project Management & SOP Documentation:
— Support the CEO in creating and documenting SOPs for both the agency and pharmacy operations.
— Help streamline processes, define workflows, and contribute to ongoing improvements.
— Prepare to assist in future project management efforts post-organization restructuring.
6. Lead Management & Communication:
— Follow up with leads through LinkedIn Messenger and social media inboxes.
— Help build rapport with prospects and initiate conversations based on engagement strategies.
— Monitor content performance and optimize communication cadence.
7. Vendor & Partner Coordination:
— Conduct regular follow-ups with external partners and service providers to ensure smooth operations.
— Track fulfillment updates, monitor timelines, and compile progress reports for the CEO.
— Facilitate clear communication between third-party vendors and internal stakeholders to maintain alignment and accountability.
8. Personal Assistance & Travel Planning:
— Research and plan personal vacations and scheduling of time off.
— Help with personal tasks such as travel arrangements, online bookings, or research assignments.
Qualifications:
— 3-5 years of experience in administrative or executive assistant roles, specifically within the medical or healthcare industry.
— Preferred experience in healthcare, HIPAA compliance, or agency environments.
— Familiarity with or ability to learn GoHighLevel CRM and Slack.
— Background in social media coordination, content research, and posting.
— Excellent written and verbal communication skills.
— Detail-oriented, resourceful, and highly reliable in managing overlapping responsibilities.
— Proven ability to multitask and manage multiple projects simultaneously with strong organizational skills.
— Ability to work independently, manage shifting priorities, and take initiative.
— Demonstrates a proactive mindset with the ability to anticipate needs and seamlessly manage both professional and personal responsibilities.
What We Offer
— Basic Monthly Salary
— 13th Month Pay
— Remote Work Setup
— Monday to Friday, 8:00am-5:00pm EST (40 hours per week)
SKILL REQUIREMENT
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