Sourcing Analyst
The Brydon Group
Executive Virtual Assistant, Healthcare
Scale Virtually VA
full-time
Posted on:
Origin: • 🇵🇭 Philippines
Visit company websiteSalary
💰 ₱60,000 - ₱65,000 per month
Job Level
Mid-LevelSenior
About the role
- Monitor multiple inboxes including CEO’s personal, Couplet Care and admin accounts, identifying and flagging priority communications
- Route urgent sales inquiries from HubSpot forms and track response actions
- Filter, organize and classify messages for delegation, deferral or deletion and maintain records in HubSpot and shared folders
- Coordinate CEO’s calendar across personal & business accounts, schedule and confirm meetings, purchase trials, conference sessions and travel
- Reserve time blocks for priority sales meetings and provide daily/weekly summaries of upcoming commitments
- Prepare and submit hospital vendor applications, liaise with hospital administrative contacts, track vendor approval status and coordinate with Director of Service
- Register CEO for conferences, secure hotel accommodations, arrange shipping/return of demo bassinets, book Ryder truck rentals and maintain logistics checklists
- Update HubSpot with new leads, contact information and activity notes; track sales pipeline stages and trial statuses
- Conduct healthcare contact research to identify relevant departments, provider specialties and decision-makers using hospital directories and medical databases
- Act as liaison between CEO, Sales Development Representatives, Director of Service and other team members; maintain operational directory and support pre-conference lead preparation
Requirements
- Proven experience in executive assistance with ability to manage sensitive and high-priority tasks independently
- Proficiency in HubSpot for contact updates, sales tracking, investor relations and activity logging
- Accuracy in handling vendor applications and purchase order records
- 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
- Ability to manage multiple concurrent deadlines and adjust to shifting priorities
- Skilled at developing and following process checklists
- Persistent follow-through without direct supervision
- Competence in coordinating shipping, event registrations and travel bookings
- Ability to work with 3PL providers, verify delivery details and resolve last-minute issues
- 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
