Senior Executive Assistant to U.S. Physician & Healthcare Entrepreneur

About the role

You'll be the right hand to a U.S.-based physician running a busy medical practice and several healthcare ventures. This is not a generic VA role — it's a senior, detail-critical position where you'll own patient communications, lab and imaging coordination, records handling, scheduling across time zones, and invoicing. Accuracy matters here more than speed: you'll be working around real patient care, so a careless mistake has real consequences. We're looking for someone meticulous, discreet, and genuinely reliable.

What you'll do day to day

Monitor and triage the practice inbox and patient messages — d ---------- what's urgent, what you can handle, and what needs the doctor
Place lab orders through Quest Quanum and review results coming back from US lab facilities
Coordinate imaging referrals (CT, MRI, ultrasound, PET) — filling PDF request forms accurately and faxing them to facilities
Process medical records release requests and manage outgoing faxes
Manage the doctor's Google Calendar across U.S. time zones — booking, confirming, and protecting focus time
Prepare and send invoices, receipts, and payment follow-ups
Keep a daily task log and a short end-of-day status update

Who you are

3+ years as an executive assistant, medical VA, or medical office admin (healthcare experience strongly preferred)
Extremely organized and detail-oriented — you double-check your own work
Comfortable with Google Workspace (Gmail, Calendar, Drive/Sheets) and quick to learn new tools like Quest Quanum, Rupa, and GoHighLevel
Excellent written English and professional, warm communication
Trustworthy with confidential patient information (HIPAA awareness is a plus)
Reliable internet, a quiet workspace, and the ability to overlap with U.S. business hours

Nice to have

Prior experience with lab ordering, imaging referrals, or medical billing
Familiarity with fax/records workflows in a U.S. clinical setting

How to apply — please read carefully

We read every application closely, and how you follow these instructions is the first thing we look at:

Start your application with the word TAMARIND as the very first line.
In 3–4 sentences, tell us about a time you caught a mistake before it became a problem — what it was and how you spotted it.
Tell us which of the tasks above you have the most direct experience with.
Include your typical hours of availability in U.S. Central Time.

Applications that don't begin with the screening word won't be reviewed — we use it to see who reads instructions to the end.