Job description
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CPT-10024 Executive Assistant & Healthcare Operations Coordinator
Independent Contractor – [Business Support VA /Senior - Advanced Level] (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
We are hiring a highly experienced and proactive Virtual Assistant to support executive leadership in administrative, HR, and operational functions. This role is ideal for someone with a background in healthcare administration, HR coordination, and workflow management. The VA will play a key role in maintaining documentation, supporting payroll and compliance, and fostering team culture.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
1. Administrative & Documentation Management
- Complete online forms (insurance, licensing, HR, vendor) using provided data.
- Maintain and update shared task databases (Notion, Google Sheets, ClickUp).
- Track completion of forms, renewals, authorizations, and compliance documents.
- Upload and organize digital files, receipts, contracts, and reports in Google Drive/OneDrive.
- Create and manage templates for frequently used forms and letters.
- Draft, proofread, and send correspondence (emails, letters, notices) from templates or prompts.
2. Scheduling & Communication Coordination
- Schedule Zoom meetings for staff and client sessions (benefits, HR, training).
- Coordinate meetings between CEO, leadership, and staff.
- Maintain “To Call” and “To Follow Up” lists in the task tracker.
- Manage phone calls, Slack messages, and online faxes related to admin or HR matters.
- Respond to inquiries with professionalism and warmth using approved resources.
3. HR & Payroll Support
- Respond to HR inquiries (policies, benefits, reimbursements).
- Assist with onboarding paperwork, CEU tracking, and benefit enrollments.
- Review timesheets and support payroll processing (Gusto, QuickBooks, or similar).
- Maintain records for time off, sick leave, and payroll adjustments.
- Assist in organizing and proofreading employee evaluations.
4. Credentialing, Compliance & Workflow Systems
- Track and renew licenses, insurance, CEUs, and credentialing documents.
- Support provider enrollment and CAQH updates.
- Maintain compliance logs and send timely renewal reminders.
- Edit and manage Jotforms and automated workflows (logic, integrations, validation).
- Troubleshoot and update forms for accuracy and functionality.
5. Team Experience & Culture (TEC)
- Coordinate team recognition and morale initiatives (birthdays, anniversaries, gifts).
- Organize team meetups, trainings, and virtual celebrations.
- Maintain a calendar of key milestones and engagement events.
- Assist with internal newsletters and morale-boosting communications.
6. Research & Training Support
- Edit and update training manuals and clinical guides.
- Conduct light research for educational and operational initiatives.
- Assist with CEU applications and training documentation.
- Format and create professional training content.
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Education:
- Associate’s or Bachelor’s degree in Healthcare Administration, Business, HR, or related field, or equivalent experience.
- Experience:
- Minimum 2 years in healthcare administration, HR coordination, or operations.
- Familiarity with payroll, credentialing, and compliance processes.
- Experience with Jotform, Google Workspace, Notion, Slack, and EMR systems preferred.
- Prior exposure to U.S. healthcare systems or terminology strongly preferred.
- Skills & Attributes:
- Excellent written and verbal English communication (Accent Level A–B).
- Strong organizational and multitasking skills.
- High attention to detail and follow-through.
- Professional writing skills for HR and policy communications.
- Warm, inclusive personality that supports team morale.
- Tech-savvy and comfortable with online platforms.
- Discreet and compliant with HIPAA standards.
Skills
- Project & Task Mgmt - Notion, ClickUp, Google Sheets
- HR & Payroll Systems - Gusto, QuickBooks
- Communication - Slack, Gmail, Zoom
- Documentation - Jotform, Google Workspace, Microsoft Office
- File Storage - Google Drive, OneDrive
- Compliance -HIPAA, CAQH Credentialing
Work Schedule
- Contracted Hours per Week: 25 hours
- Scheduled Working Days: Monday through Friday
- Daily Working Time: 3:00 PM – 8:00 PM PST
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
By submitting your application, you acknowledge that this opportunity is for an independent contractor engagement and not an offer of employment. All applications will be reviewed based on alignment with client needs, qualifications, and availability. If selected, a member of our team will reach out to discuss next steps and potential client matching.
We look forward to reviewing your application and potentially working with you on future client engagements!
