Virtual Medical Executive Assistant (EA)

We are seeking an exceptionally organized, proactive, and dependable Virtual Executive Assistant (EA) & Operations Coordinator to serve as the high-level "right hand" to our Practice Leader, Pam. In this dual executive and personal support role, you will manage executive calendars, prioritize communications, coordinate team workflows, and take complete ownership of administrative projects to eliminate decision fatigue.

A critical near-term priority for this position includes managing operational logistics and executing manual patient data migration as our practice transitions from Elation EMR to Dakota Health (which also serves as our primary VoIP communication platform). The ideal candidate is a resourceful, self-directed professional who anticipates needs before being asked, communicates with polish and warmth, and thrives in an autonomous functional medicine environment.

Working Environment & Core Schedule

• Role Title: Executive Assistant – Functional Medicine
• Practice Specialty: Functional Medicine & Holistic Health
• Status: Full-Time (40 Hours / Week)
• Schedule: Monday – Friday, 9:00 AM – 5:00 PM EST (Eastern Standard Time)
• Core Technology Stack:Elation EMR (Legacy), Dakota Health (New EMR & Integrated VoIP), Google Workspace / Microsoft 365, Project Management Tools
• Special Project Focus: Manual EMR Data Migration (Elation to Dakota Health)

Top 3 Daily Responsibilities

1. Executive & Administrative Support: Manage Pam’s calendar, prioritize inbox communications, coordinate meetings, and systematically track outstanding administrative action items through completion.
2. Practice & Team Coordination: Facilitate daily communication across practice staff (Office Manager, Providers, and VAs), monitor delegated tasks, and manage data entry and team logistics during the Dakota Health EMR transition.
3. Proactive Personal & Professional Support: Act as Pam's proactive remote right-hand—researching vendors, coordinating travel/purchases, handling remote errands, and solving problems independently to minimize executive workload.

Core Responsibilities

• Calendar & Communication Ownership: Oversee complex scheduling, optimize executive daily timelines, draft correspondence, and maintain clean, organized inboxes across Gmail/Google Workspace or Outlook.
• EMR Data Migration & System Support: Carefully audit and manually migrate patient records, charts, and administrative data from Elation EMR over to Dakota Health, ensuring zero data loss and maintaining absolute HIPAA compliance.
• Team Task Oversight: Monitor cross-functional projects delegated to virtual assistants and clinic staff, acting as a "second set of eyes" to verify deadlines and quality standards.
• Remote Personal Assistant Duties: Research, vet, and coordinate remote vendors, manage personal/professional travel arrangements, handle procurement requests, and organize personal logistics for Pam.
• Document & Report Preparation: Draft clean spreadsheets, presentation materials, meeting summaries, and standardized operating procedures (SOPs).
• Vendor & VoIP Management: Utilize Dakota Health's integrated VoIP system to manage practice communication rules, routing, and vendor connections.