Executive Assistant / Administrative & Systems Support Specialist | Permanent WFH

We are seeking a highly organized, detail-oriented, and tech-savvy Executive Assistant / Administrative & Systems Support Specialist to provide comprehensive administrative, operational, and technical support to a growing wellness organization.

In this role, you will work closely with leadership to streamline business operations, manage digital records, support Electronic Medical Record (EMR) system transitions, prepare financial reports, and organize training and multimedia resources.

The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment, adapts quickly to new technologies, and takes ownership of multiple projects with minimal supervision.

Key Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative and operational support to leadership.
• Coordinate and manage administrative projects, ensuring timely completion and accuracy.
• Organize business documents, operational materials, and internal resources.
• Assist in developing and updating standard operating procedures (SOPs), workflows, and training documentation.
• Identify opportunities to improve administrative efficiency and streamline processes.
  
  

EMR Migration & Systems Management

• Support the migration of patient records and business information between EMR platforms.
• Extract, organize, transfer, and validate data to ensure accuracy and completeness.
• Perform administrative tasks within Podium and other business management systems.
• Maintain organized digital records and troubleshoot basic system-related issues.
• Coordinate with relevant stakeholders to ensure smooth system transitions.
  
  

Financial Reporting & Data Management

• Generate and maintain financial reports covering revenue, cash flow, and operational performance.
• Extract and consolidate data from EMR platforms and other business systems.
• Develop and update Excel and Google Sheets reports for management review.
• Monitor key business metrics and ensure accurate, timely reporting.
• Assist leadership in analyzing operational data and identifying performance trends.
  
  

Digital File & Google Workspace Management

• Organize and maintain Google Drive folders, spreadsheets, documents, photos, and videos.
• Establish standardized file-naming conventions and structured digital filing systems.
• Categorize, label, and archive business documents and multimedia resources.
• Maintain an accessible and searchable digital library of training materials and operational documents.
• Ensure proper document handling, confidentiality, and data organization.
  
  

Video Editing & Training Content Organization

• Perform basic video editing, including trimming, labeling, and organizing recorded content.
• Manage and categorize training videos, instructional materials, and multimedia files.
• Maintain structured training libraries to support employee onboarding and development.
• Assist in preparing instructional resources, process documentation, and internal training materials.
  
  

Call Recording & Operational Support

• Review, categorize, and organize recorded calls for training and quality assurance purposes.
• Label and archive call recordings for easy retrieval and operational reference.
• Assist in developing and maintaining call scripts, phone menus, and communication workflows.
• Support updates to business menus, operational guides, and other internal materials.
• Ensure recordings and sensitive information are handled in accordance with applicable privacy and confidentiality requirements.
  
  

Qualifications

• Proven experience as an Executive Assistant, Virtual Assistant, Administrative Specialist, or similar administrative support professional.
• Strong proficiency in Google Workspace, particularly Google Drive, Google Docs, and Google Sheets.
• Proficiency in Microsoft Excel, including spreadsheet management, data consolidation, and basic financial reporting.
• Experience managing and organizing large volumes of digital documents, photos, videos, and business records.
• Hands-on experience with basic video editing, trimming, labeling, and multimedia file management.
• Strong organizational, multitasking, and project coordination skills.
• Excellent written and verbal English communication skills.
• Strong technical aptitude with the ability to quickly learn and navigate new software applications.
• High attention to detail, particularly when handling financial data, confidential records, and system information.
• Ability to work independently, manage competing priorities, and meet deadlines with minimal supervision.
• Understanding of confidentiality and data privacy practices when handling sensitive business and patient information.
• Previous experience supporting a healthcare organization, medical practice, wellness clinic, or similar environment.
• Familiarity with Electronic Medical Record (EMR) systems and data migration processes.
• Experience using Podium or similar patient communication and business management platforms.
• Background in preparing revenue reports, cash flow summaries, and operational performance dashboards.
• Experience reviewing call recordings and managing phone systems or call menu configurations.
• Familiarity with creating SOPs, training documentation, and organized digital learning resources.
• Basic knowledge of graphic design, digital content creation, or multimedia editing tools.
• Amenable to work during US hours
• Must be willing to undergo a background check as part of the hiring process.
  
  

Perks

• Permanent Work From Home
• Leave Credits
• Monetary Allowance
• Annual Bonus
• Weekly Paychecks
• Fixed Weekends Off
• Thriving Company Culture with Complete Autonomy
• Exclusive Specialized Training Programs
• Unlock Your Potential with a Highly Competitive Salary
  
  

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Who are we

BizForce is one of the fastest-growing global outsourcing companies in the world, founded in the US in Tucson, Arizona and is now operational in PH!

Our Commitment to delivering high-quality results for our clients and the only way to do that is ensuring a rewarding, respectful and productive experience for our employees. We hold the same values for both our customers and our employees.