We are Prime Virtual: Recruitment Company based in Guadalajara, Jalisco, Mexico. You are applying for a full-time REMOTE job with us, all our employees are working from home!
We are hiring a highly organized and proactive Executive Assistant & Operations Coordinator to directly support the CEO of a fast-growing telehealth and regenerative medicine Clinic based in Utah. This role provides cross-functional support across key operational areas, including finance assistance, executive communications, calendar and scheduling, hiring coordination, and internal team operations.
You will act as a central point of coordination between executive leadership and daily business operations. This position is best suited for someone who thrives in fast-paced, multi-entity environments, is detail-oriented, comfortable with numbers, and able to manage shifting priorities with confidence.
Key Responsibilities
- Assist with accounts payable and receivable across multiple business entities
- Perform data entry, transaction coding, and reconciliations in QuickBooks
- Track expenses, manage vendor invoices, and monitor payment activity (ACH/gateways)
- Pull financial reports and prepare summaries for leadership review
- Coordinate with external accounting partners and support P&L reporting
- Manage daily triage of the CEO’s inbox, prioritizing and routing messages
- Draft and send routine communications on behalf of leadership
- Maintain organized inbox structures and manage time-sensitive compliance-related correspondence
- Ensure no critical messages or deadlines are missed
- Manage and protect the CEO’s calendar using Google Calendar
- Coordinate meetings across internal teams, vendors, and external partners
- Handle scheduling changes proactively and prepare meeting logistics
- Support scheduling coordination across a distributed team
- Draft and post job descriptions on relevant platforms
- Screen resumes and track candidates through the hiring pipeline
- Coordinate interviews and assist with onboarding documentation
- Support compliance-related documentation for new hires as needed
- Track action items, KPIs, and operational metrics
- Coordinate payroll inputs (hours, PTO, bonuses) with accounting support
- Assist with internal communications, updates, and documentation (SOPs, role outlines)
- Support coordination across internal tools and communication platforms
- Compile reports from Google Sheets, QuickBooks, and internal systems
- Maintain basic dashboards and recurring reporting cadences
- Identify data gaps or inconsistencies and escalate as needed
- Use AI tools to support research, drafting, reporting, and analysis
Qualifications:
- 3+ years of experience as a Virtual Assistant, Executive Assistant, Operations Coordinator, or in a business operations role
- Proficiency in QuickBooks (Online or Desktop), including data entry, reconciliations, and reporting
- Strong command of Google Workspace (Gmail, Calendar, Sheets, Drive)
- Demonstrated experience managing a high-volume executive inbox and calendar
- Comfortable working across multiple business entities with distinct operational needs
- Excellent written and verbal communication skills. (Advanced English level)
- Strong organizational instincts with the ability to build and maintain effective systems
- Ability to handle sensitive and confidential information with discretion; familiarity with HIPAA or regulated environments is a plus
- Self-directed and proactive, able to identify needs and act without supervision
- Proficiency with AI productivity tools (e.g., ChatGPT, Copilot, or similar)
- Experience in healthcare, clinical, pharmacy, or similar industries is preferred
- Exposure to HR coordination or recruiting processes
- Familiarity with tools such as Intercom, payment gateways, ACH processing, or shipping systems is a plus
- Ability to work 40 hours a week following US Mountain time zone.
PERKS:
100% Payroll (Benefits of law)
Superior benefits after 6th month:
- Savings fund of 8%
- 30-day Christmas bonus
- Sick leave
- Major Medical insurance
-> Location: Anywhere in Mexico (Fully remote opportunity! - Must count with Intel Core i5 / Ryzen 5, and at least 8 GB RAM memory)
-> Able to work 40 hours per week (5 days a week, 8 hour shift + 1 hour lunch, US Mountain time zone)
If interested, please apply here at Indeed. Our Recruitment team at PVstaffing will then send you an email with the next steps. Kindly check your spam folder, as the initial email sometimes goes there.
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Job Type: Full-time
Pay: $20,000.00 per month
Experience:
- Executive Assistant: 3 years (Required)
- QUICKBOOKS Software: 1 year (Preferred)
Language:
- Advanced English (Required)
Work Location: Remote
