Executive Assistant

• Handle a high volume of incoming patient calls, referrals, and general inquiries
• Schedule, confirm, and follow up on patient appointments
• Maintain accurate and organized records of patient calls, appointments, and communications
• Track patient schedules, therapist availability, and service coordination
• Communicate with insurance companies regarding coverage, claims, and authorization requirements
• Process insurance claims and assist with prior authorizations
• Apply medical coding (ICD-10, CPT, HCPCS) for accurate claim submission
• Assist with credentialing-related documentation and insurance requirements
• Track insurance approvals, authorizations, and limitations to support scheduling and billing
• Convert therapy units (based on CPT codes) into billable hours for scheduling and billing purposes
• Review therapist schedules to ensure required billable hours are met and identify gaps
• Track and report billable hours accurately for insurance and internal records
• Apply understanding of varying unit durations (e.g., 15-minute or 30-minute units) when scheduling services
• Create and maintain spreadsheets for patient schedules, insurance authorizations, and billing hours
• Use Excel formulas to calculate billable hours and convert units into hours
• Organize and analyze data using sorting, filtering, and pivot tables
• Maintain accurate, structured, and up-to-date records of appointments, authorizations, and patient communications
• Maintain and update patient records in compliance with healthcare regulations and confidentiality standards
• Provide general administrative support, including document processing and patient correspondence
• Assist with remote patient monitoring coordination when needed
• Schedule interviews for Indeed candidates and coordinate availability
• Maintain supervision and tracking spreadsheets to ensure accurate records

Medical Virtual Assistant, Bilingual Spanish-English

• Greeting patients virtually and assisting with the check-in process. Conducting face-to-face patient interactions via tablet during check-in
• Collecting patient co-pays and deductibles and confirming patient details
• Answering inbound phone calls and responding to patient inquiries
• Scheduling, confirming, and managing patient appointments accurately
• Performing patient communication and follow-ups
• Supporting patient care coordination through remote administrative tasks
• Completing back-end administrative support as needed
• Entering and maintaining accurate patient data in the patient management system
• Using EMR/EHR systems (WebPT experience preferred)
• Remaining present in a virtual video conference room with camera on for the entire shift to support real-time collaboration

Medical Virtual Assistant, Spanish-English Bilingual – Front Desk & Administration

• Communicate with applicants in fluent Spanish via email, chat, and other communication platforms
• Explain onboarding requirements, project expectations, and payment structures
• Send agreements, consent forms, and onboarding documentation
• Support participants through each stage of the onboarding process
• Answer participant questions promptly and professionally
• Resolve onboarding issues and escalate concerns when necessary
• Track participant progress and maintain accurate records
• Coordinate with the recruitment team to ensure project timelines are met
• Follow established processes while delivering excellent candidate support

Bilingual Recruiting & Operations Assistant, English/Spanish

• Communicate with applicants in fluent Spanish via email, chat, and other communication platforms.
• Explain onboarding requirements, project expectations, and payment structures.
• Send agreements, consent forms, and onboarding documentation.
• Support participants through each stage of the onboarding process.
• Answer participant questions promptly and professionally.
• Resolve onboarding issues and escalate concerns when necessary.
• Track participant progress and maintain accurate records.
• Coordinate with the recruitment team to ensure project timelines are met.
• Follow established processes while delivering excellent candidate support.

Bilingual Virtual Recruiting & Operations Assistant – English/Spanish

• Provide direct administrative support to the Business Owner, including calendar management, meeting coordination, email organization, and daily task prioritization.
• Support the Estimator by organizing bid documentation, tracking bid deadlines, preparing proposal packages, and ensuring all required information is collected before submissions.
• Manage CRM records, maintain organized digital files, and perform accurate data entry and document control.
• Assist with invoice tracking, purchase orders, and general administrative tasks that support day-to-day business operations.
• Identify opportunities to improve administrative workflows, organization, and operational efficiency.
• Maintain confidentiality while handling sensitive business information, financial documents, and executive communications.
• Coordinate follow-ups, reminders, and action items to ensure projects and operational tasks remain on schedule.
• Serve as a reliable administrative partner to both the Business Owner and Estimator, providing proactive support wherever needed.

• Send meeting reminders five minutes before scheduled meetings.
• Review and monitor the CEO's GSU and firm email accounts, identifying and escalating important matters requiring attention.
• Protect the CEO's time and mental space by managing interruptions, prioritizing commitments, and maintaining focus on key objectives.
• Answer and place phone calls as needed.
• Prepare meeting notes and maintain accurate records of discussions and action items.
• Attend meetings on behalf of or alongside the CEO when required.
• Prepare, organize, and distribute the CEO's daily agenda.
• Coordinate and schedule meetings, appointments, and events as requested.
• Manage and maintain the CEO's calendar, ensuring priorities are aligned and scheduling conflicts are proactively resolved.
• Maintain strict confidentiality while handling sensitive business and personal information.
• Make payments and complete administrative transactions as directed.
• Anticipate needs, identify potential issues, and implement solutions proactively.
• Announce, coordinate, and attend office hours as required.
• Support preparation and coordination for L10 meetings, check in meetings, office hours, and other recurring leadership meetings.
• Update and maintain the CEO's task lists and follow up on pending action items.
• Liaise with internal teams to ensure projects, priorities, and commitments remain organized and on track.
• Conduct research and gather information to support decision making and ongoing initiatives.
• Assist with personal and professional tasks that support the CEO's priorities.
• Coordinate travel arrangements, itineraries, and related logistics.

Senior Executive Assistant

• Own the Founder’s inbox, calendar, scheduling, and daily administrative priorities so important matters receive timely attention.
• Support the Founder and Omnichannel Account Manager with accurate, organized operational and administrative work.
• Coordinate multiple projects from assignment through completion, keeping owners, deadlines, and next steps visible.
• Conduct market and competitor research and translate findings into clear, decision-ready reports.
• Build, maintain, and analyze spreadsheets and reports using Excel and Google Sheets.
• Follow up consistently with vendors, customers, and business partners until commitments and outstanding tasks are completed.
• Draft professional emails, send timely responses, and manage follow-ups without requiring reminders.
• Support pricing, product, launch, and operational initiatives with an understanding of margins, fulfillment, and commercial priorities.
• Assist with operations across Amazon, Walmart, Target, Best Buy, Walgreens, TikTok Shop, and other retail or e-commerce channels.
• Use Claude, ChatGPT, and similar AI tools to improve speed and quality while independently validating facts, calculations, and recommendations.

• Lifestyle Management: Assist with various tasks to streamline the client's day-to-day life, balancing sales-related administrative work with personal organization.
• Email Management: Filter and manage different email accounts. This includes organizing threads, using labels in Gmail, and ensuring zero missed opportunities.
• Calendar & Meeting Coordination: Full management of the client’s calendar, including booking meetings and resolving scheduling conflicts.
• We need a "Type A" personality who thrives on organization. If you are someone who anticipates needs before they are mentioned and can pivot quickly between administrative tasks and sales outreach, you will excel in this position.

Personal/Virtual Assistant

• Manage complex calendars, scheduling meetings, appointments
• Handle Travel arrangements, invoice management, personal agenda and events
• Prepare materials for meetings, including presentations, reports, and briefing documents.
• Serve as a gatekeeper and liaison between the Business Head and internal/external stakeholders.
• Handle confidential information with discretion and professionalism.
• Support the planning, execution, and tracking of strategic initiatives and cross-functional projects.
• Develop project plans, timelines, and tracking tools to ensure timely delivery.
• Coordinate with stakeholders across departments to gather updates and remove roadblocks.
• Monitor project progress and provide regular status updates to leadership.
• Assist in prioritizing initiatives aligned with business objectives.
• Coordinate internal communications and follow-ups on key action items.
• Support process improvement and operational efficiency initiatives.

Executive Assistant jobs in Mexico

See all jobs on JobTailor

Medical Virtual Assistant, Bilingual Spanish-English

Medical Virtual Assistant, Spanish-English Bilingual – Front Desk & Administration

Bilingual Recruiting & Operations Assistant, English/Spanish

Bilingual Virtual Recruiting & Operations Assistant – English/Spanish

Executive Assistant

Senior Executive Assistant

Executive Assistant

Personal/Virtual Assistant

Executive Assistant to Business Head