Executive Assistant

2 weeks ago

Imus, Philippines HireHawk Full time

Job Title: Executive Assistant (PST)
Job Type: Full-Time Contractor
Workplace: Remote (with PST schedule alignment)
Schedule: Monday–Friday, 8:00 AM – 5:00 PM PST
Compensation: USD $1,200 – $1,800/month (DOE)

About HireHawk

At HireHawk, we connect top global talent with high-performing U.S. companies. Our focus is on finding exceptional professionals who bring both expertise and drive to every role. We’re passionate about helping candidates grow their careers while supporting our clients with reliable, remote-ready talent that makes an impact from day one.

About the Job

Our client, a leading medical practice, is seeking an experienced Executive Assistant to provide high-level administrative and personal concierge support to physicians and senior management.

You’ll manage complex schedules, coordinate personal and business travel (primarily personal travel for physicians), prepare and review presentations, and handle confidential correspondence.

This role is perfect for a proactive, detail-driven professional who thrives on precision, takes ownership of outcomes, and delivers exceptional service in fast-paced, high-stakes environments.

Core Responsibilities
  • Own physician and management scheduling — coordinate multiple calendars, resolve conflicts, and ensure accuracy.
  • Arrange personal and professional travel — manage end-to-end bookings, itineraries, and contingency plans.
  • Prepare and review high-quality presentations — ensure branding, clarity, and accuracy in PowerPoint decks.
  • Draft professional correspondence — write letters and communication for physicians with a polished, professional tone.
  • Maintain databases — update and manage key records with 100% accuracy.
  • Coordinate across departments — ensure smooth information flow between the Director of Operations, Assistant Director, and physicians.
  • Handle phone-based scheduling — act as liaison when email scheduling is restricted.
  • Protect confidentiality — manage sensitive medical and operational information with discretion.
  • Support special projects — provide high-quality deliverables under tight deadlines.
Must-Haves for the Role
  • Minimum 4 years in executive or administrative support, preferably in healthcare or physician-facing roles.
  • Proven success managing complex scheduling across multiple executives.
  • Expertise in PowerPoint, Excel, email management, and database administration.
  • C1-level English proficiency (spoken and written).
  • Ability to work 100% aligned to PST hours.
  • Strong attention to detail and accuracy in all deliverables.
  • Demonstrated professionalism in handling confidential and sensitive information.
Nice-to-Haves for the Role
  • Prior experience supporting physicians or in a medical setting.
  • Experience handling personal concierge tasks for executives.
  • Familiarity with AI tools for presentation and document creation.
  • Multilingual skills (Japanese or Spanish).
  • Advanced PowerPoint design skills.
  • USD $1,200 – $1,800/month (DOE)
  • Access to a $200k+ perk marketplace with instant discounts on 150+ services
  • Access up to 50% of approved earnings before payday (no credit checks or fees)
  • On-time, in-currency pay
What Happens After You Apply?
  • Instant AI interview link (~20 min)
    After submission, and if selected, we'll immediately send you a link to be interviewed with our AI recruiter. This required step allows us to learn more about you and what makes you a top candidate.
  • Interview with a HireHawk Recruiter
    Our recruiters will assess your interview. If you're a potential fit, we'll coordinate a live interview with you.

The AI interview is mandatory, and those who finish ASAP are more likely to be hired.

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