Executive Virtual Assistant

The Executive Virtual Assistant (EVA) will serve as the primary operational partner to the CEO of a medical device company committed to advancing maternal‑infant care through innovative, clinically validated products. This role exists to relieve the CEO of time‑consuming administrative, scheduling and coordination tasks so leadership can focus on strategic priorities such as fundraising, sales growth and high‑value business development. The EVA will manage critical operational workflows including email & calendar oversight, vendor document preparation, healthcare lead research, conference logistics, coordination with internal and external stakeholders. Acting as a central point of communication & execution, the EVA will ensure timely handling of urgent inquiries, accurate preparation of hospital vendor applications, smooth organization of CEO travel and event participation. Since Couplet Care’s work is deeply rooted in maternal‑infant health and supported by NIH‑funded clinical research, this position benefits from familiarity with medical environments, hospital operations and healthcare professional roles. The EVA will often interact with hospital administrators, maternal‑fetal medicine providers, lactation consultants and neonatal care teams, making professionalism and industry literacy essential. Responsibilities Email Management Monitor multiple inboxes including CEO’s personal, company, and admin accounts, identifying and flagging priority communications Route urgent sales inquiries from HubSpot forms for immediate follow‑up and track response actions Filter, organize and classify messages for delegation, deferral or deletion Maintain clear records of correspondence in HubSpot and shared folders Calendar & Scheduling Coordinate CEO’s calendar across personal & business accounts, ensuring accurate meeting details and avoiding conflicts Schedule and confirm purchase trials, conference sessions and related travel Reserve time blocks for priority sales meetings and executive availability Provide daily or weekly summaries of upcoming commitments and preparation needs Vendor Document & Hospital Coordination Prepare and submit hospital vendor applications, ensuring all required documents are attached from the company’s vendor document library Liaise with hospital administrative contacts for requirements, timelines and approvals Track vendor approval status and follow up to prevent delays in demos or trials Coordinate with the Director of Service for review prior to submission when required Conference & Logistics Support Register CEO for conferences, secure hotel accommodations and coordinate event schedules Arrange shipping and return of demo bassinets for trials or conferences, ensuring accurate delivery addresses for 3PL provider Book Ryder truck rentals when needed for purchase trials in event locations Maintain a process checklist for all logistics to ensure consistency and prevent errors CRM & Data Management Update HubSpot with new leads, contact information and activity notes Track sales pipeline stages, trial statuses and hospital outreach progress Maintain accuracy and completeness of CRM records for executive reporting Lead Generation & Healthcare Contact Research Use healthcare expertise to identify relevant hospital departments & provider specialties in purchase trial locations, including maternal‑fetal medicine, obstetrics, pediatrics, lactation and neonatal care Conduct searches on hospital directories & other healthcare databases to identify potential decision‑makers and influencers Review clinical trial registries and medical publications to locate healthcare professionals involved in postpartum safety, breastfeeding support and patient experience initiatives Target leads based on alignment with Baby‑Friendly Hospital Initiative (BFHI) principles, patient safety goals and quality improvement projects Collaborate with Sales Development Representatives to prepare targeted lead lists ahead of conferences and trials Cross‑Team Coordination Act as an operational liaison between the CEO, Sales Development Representatives, Director of Service and other team members to avoid duplicated efforts Maintain an operational directory of internal roles for routing tasks and inquiries Support pre‑conference lead preparation in collaboration with SDRs and marketing Requirements Qualifications Executive Support Proven experience in executive assistance with ability to manage sensitive and high‑priority tasks independently CRM & Data Handling Proficiency in HubSpot for contact updates, sales tracking, investor relations and activity logging Accuracy in handling vendor applications and purchase order records Communication Clear, concise written communication for professional email correspondence Skilled at summarizing complex updates for executive decision‑making Confidence in liaising with hospital administrators and event staff Project & Time Management Ability to manage multiple concurrent deadlines and adjust to shifting priorities Skilled at developing and following process checklists Persistent follow‑through without direct supervision Operations & Logistics Competence in coordinating shipping, event registrations and travel bookings Ability to work with 3PL providers, verify delivery details and resolve last‑minute issues Healthcare Database Search & Lead Identification Skilled at researching healthcare providers using NPPES NPI Registry, hospital directories and similar healthcare databases Ability to identify provider specialties and relevance to maternal‑infant care or related fields Capable of verifying provider activity status and locating contact details through multiple sources Familiarity with using clinical trial registries and medical publications to identify potential leads Tools Google Workspace (Gmail, Calendar, GDrive, Docs, Sheets, Slides) HubSpot CRM Zoom LinkedIn Ryder Rental Platform Benefits 60,000‑65,000 PHP PTO HMO Fully Remote Work #J-18808-Ljbffr