Executive Assistant – Healthcare – Cosmet...

Job Description

We are seeking a highly organized, proactive Executive & Personal Virtual Assistant to support a cosmetic dermatologist in Tampa, Florida. This role will combine both personal and professional administrative support, requiring excellent communication skills, attention to detail, and the ability to manage multiple priorities. The ideal candidate will streamline operations, handle administrative workflows, and serve as a reliable liaison for vendors, industry contacts, and project stakeholders—ensuring the smooth running of both clinic and personal tasks while the doctor is engaged with patients.

Key Responsibilities: Manage and organize email correspondence and clinic workflows Assist with vendor communications and relationship building Coordinate meetings, industry events, and conference planning Track KPIs for the practice and maintain project documentation Liaise with pharmaceutical companies for clinical trial opportunities Support social media account management, including monitoring engagement and tracking analytics (content creation handled by external vendors) Maintain and organize a Notion database with relevant research articles, project notes, and resources Personal Support: Assist with relocation-related admin and paperwork Support travel and event planning Manage personal scheduling and task follow-up

Must-Have Qualifications: Proven experience as an Executive Assistant, Personal Assistant, or similar role Strong organizational and multitasking skills Proficiency in Microsoft Office Suite and Notion Familiarity with AI tools such as ChatGPT for drafting correspondences and organizing information Ability to work independently and maintain confidentiality (NDA and cybersecurity policy in place) Excellent written and verbal communication skills in English Ability to work Eastern Time Zone hours

Nice-To-Have: Healthcare or clinic administration experience Understanding of HIPAA compliance and data protection best practices

Work Schedule: Full-Time (40 hrs/week) – Eastern Time Zone $900 – $1,100 a month

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