Executive Assistant

Are you the kind of person who can keep a busy medical practice running smoothly while making every patient feel genuinely cared for? Do you thrive on being the calm, organized center of a fast-moving day, juggling patient calls, a provider's calendar, and behind-the-scenes operations without missing a beat? If you have sharp judgment, a warm phone presence, and the discipline to manage a full day of responsibility with minimal oversight, this role could be the perfect fit for you.

Our Story Starts with People Like You

The two founders, best friends, were running businesses that needed great talent fast. So, they started building remote teams across countries like the Philippines, Colombia, and India. Not only did it work, it thrived. They realized that talent isn’t limited by geography. With today’s technology and high-speed internet, we’re able to build high-performing global teams that support businesses across the U.S. So ClearDesk was born.

Today, ClearDesk helps U.S. businesses grow by building world-class remote teams. We don’t just connect talent; we manage the entire experience, from recruiting to retention. And while we help clients thrive, we also stay deeply committed to helping our remote team members build real, lasting careers that support their lives and their families.

That’s where you come in.

The Role: Executive Assistant

Imagine being the first voice patients hear and the steady hand keeping a direct primary care practice organized behind the scenes. Every call you triage, every appointment you schedule, and every process you document helps a growing practice run like clockwork for both patients and providers.

You're not just answering messages. You're the front line of patient communication, the guardian of the CEO’s calendar and inbox, and the person who turns loose processes into clear, repeatable SOPs. From billing accuracy to referral follow-through, your judgment shapes how smoothly the practice runs day to day.

You bring a clear, professional phone presence paired with real warmth and patience, you know how to triage and escalate with sound judgment, and you don't wait to be told the next step. Whether you're confirming appointments, reconciling membership records, or protecting a provider's focused time, you bring accuracy, empathy, and follow-through to everything you touch

What Your Days Might Look Like:

• Patient Communication: Serve as the first point of contact for a medical practice via a secure messaging platform; triage incoming calls, texts, and voicemails, handling non-medical administrative questions directly and escalating clinical matters through an established tiered escalation process.
• Appointment & Outreach Management: Schedule, confirm, reschedule, and follow up on patient appointments, recalls, and check-ins; respond to prospective member inquiries, explain the practice's membership model, and guide new members through enrollment.
• Membership & Billing: Maintain membership records, enrollments, cancellations, and plan changes within the practice management system; generate and send invoices, monitor for failed payments, track membership metrics, and flag at-risk accounts to leadership while keeping billing and clinical systems in sync.
• Clinical Administration: Prepare, send, and track specialist, imaging, and lab referrals and records requests; support the provider with pre-appointment chart preparation and maintain accurate documentation in the practice's EMR.
• Executive & Administrative Support: Manage a provider's business email inbox and calendar across multiple office locations; protect focused work time, coordinate meetings and travel/education arrangements, and assist with occasional personal tasks as needed
• Process Documentation & Operations: Partner with leadership and clinical staff to build, maintain, and improve standard operating procedures; manage ordering and inventory of office and medical supplies across locations and support vendor relationships.

Who We Think Will Thrive in This Role:

• You have proven experience in a senior administrative or Executive Assistant role.

• You have excellent written and spoken English communication skills, with a clear, neutral, professional phone presence and the ability to convey warmth, patience, and empathy.

• You're a self-starter who can work independently across a full business day with minimal check-ins and high attention to detail.

• You're tech-savvy with a proven ability to learn new software platforms quickly.

• You exercise strong judgment regarding task triage, escalation, and prioritization.

• You're comfortable managing sensitive patient and billing information with discretion and accuracy

• You can move fluidly between patient-facing warmth and precise, detail-oriented administrative work

• You are willing to work in a US time zone schedule.

• You can secure the required technical setup, including:

  • At least a 720p HD webcam
  • A noise-canceling headset
  • A primary internet connection of at least 25 Mbps
  • A backup laptop, backup internet device, and backup power source
  • A main computer with at least Intel Core i5 (or equivalent) and 8 GB RAM
  • A backup computer with at least Intel Core i3 and 4 GB RAM

Why ClearDesk?

Because we believe work should be meaningful, even from home.

At ClearDesk, you’ll work with clients who respect your time and value your skills. You’ll join a remote-first team that genuinely supports you, and you’ll see the impact of your work in real, tangible ways that matter to the people you work with.

We don’t just want you to do your job. We want you to grow with us, stay with us, and feel proud of the difference you’re making.

Here’s what you can expect from us:

• We pay you fairly and on time
• We provide prepaid HMO coverage for your peace of mind
• We help you grow with tools, training, and honest feedback
• We celebrate your wins
• And above all, we actually care

Ready to be part of something that matters?

Apply now and start your journey with ClearDesk.

REMINDER: ClearDesk does not request any monetary payments or fees during the hiring process. If you receive such a request, please ignore it and report it to us immediately. Always ensure that communication comes from emails ending in @ cleardesk.com , @ cleardeskteam.com or @ cleardesknow.com .

Disclaimer: Candidates who apply for this position may be re-profiled to similar roles depending on their qualifications, experience, and current market demand.