Executive Assistant

• 100% remote!
• Opportunity to grow from within
• Training provided
• Work with a collaborative team!

Our client is a growing healthcare staffing company based in San Luis Obispo, CA. They place physical therapists, occupational therapists, nurses, and other healthcare professionals in temporary assignments (1356 weeks) at hospitals, outpatient clinics, skilled nursing facilities, and rehabilitation centers across the country. The founders are passionate about doing staffing differently, prioritizing relationships, quality placements, and exceptional care for both our clients and our healthcare workers.

About the Role

We are seeking a highly organized, tech-savvy Virtual Executive Assistant to support our back-office operations and help us scale. This role is critical to freeing up our founders to focus on recruiting, business development, and client relationships. You will be the operational backbone of the company and managing our staffing software, maintaining candidate and facility records, tracking compliance, and supporting our growing social media presence.

This is an excellent opportunity for someone who thrives in a fast-paced environment, loves learning new systems, and wants to grow with a company from the ground up.

Key Responsibilities

Staffing Software Management (Ceipal)

Learn and become the primary administrator of Ceipal, the company's staffing management platform (full corporate training provided)

Create, publish, and manage job postings for open healthcare assignments

Input and maintain records for facilities, jobs, and candidates

Track candidate placement status and update records throughout the assignment lifecycle

Manage website job board integration through Ceipal

Candidate & Compliance Coordination

Request, collect, and organize HR files and credentialing documents from candidates

Track credential expirations (licenses, certifications, immunizations) and proactively flag upcoming renewals

Maintain organized digital filing systems in Google Drive

Ensure candidate records are complete and compliant before placement

Administrative Support

Manage calendars, scheduling, and correspondence on behalf of the founders

Coordinate communication between candidates, facilities, and internal team

Assist with data entry, reporting, and general operational tasks as needed

Support pipeline managementtrack candidates through interviewing, hiring, and onboarding stages

Social Media Management

Create and schedule content across Instagram, LinkedIn, and Facebook

Post job openings and company updates to attract candidates and build brand awareness

Engage with followers, respond to inquiries, and grow the company's online presence

Qualifications

Required

2+ years of experience in an administrative, executive assistant, or virtual assistant role

Strong proficiency with Google Suite (Drive, Sheets, Docs, Calendar, Gmail)

Tech-savvy with a proven ability to quickly learn new software and systems

Excellent written and verbal English communication skills

Strong attention to detail, especially with data entry and document management

Social media management experience (Instagram, LinkedIn, Facebook)

Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment

Reliable internet connection and a professional remote work setup

Preferred (Nice-to-Have)

Experience in healthcare staffing, recruitment, or the healthcare industry

Familiarity with staffing platforms (Ceipal, Bullhorn, or similar ATS/CRM tools)

Website design or content creation experience (especially Canva)

Understanding of compliance and credentialing in healthcare settings

What We Offer

Competitive compensation commensurate with experience

Full corporate training on Ceipal, no prior experience with the platform required

Opportunity to grow with a startup-stage company and take on expanded responsibilities

Direct collaboration with the founders, your work will have immediate, visible impact

A team that values quality, integrity, and doing things the right way

Security & Compliance

This role requires handling sensitive information, including candidate personally identifiable information (PII). The selected candidate will be required to complete a background check, PII handling training, and will access systems through a secure VPN connection.