Executive Assistant & Outreach Specialist

Job Title: Executive Assistant & Outreach Specialist

Position type: Full-Time

Work hours: 8:00 AM to 5:00 PM Pacific Daylight Time

Work days: Monday to Friday

Salary: TBD

Workplace: Remote

Our client is seeking a highly organized, proactive, and resourceful Executive Assistant & Outreach Specialist to provide executive support, vendor coordination, research, and project management for a growing U.S.-based medical practice preparing for launch.

This is a hands-on role for someone who can take a broad objective, determine the necessary next steps, and execute with minimal supervision. You will research and communicate with healthcare vendors, real estate contacts, insurance providers, pharmaceutical representatives, and other external partners while helping organize the many moving pieces involved in launching a medical practice.

A significant part of the role involves outbound vendor and business outreach . You will make professional calls, gather pricing and service information, request quotes, schedule demos and meetings, follow up on outstanding items, and organize information so the client can make informed decisions quickly.

This role does not involve traditional cold selling, payment collection, or account management. The outreach is primarily focused on research, vendor sourcing, information gathering, coordination, and relationship-building with potential business partners.

The ideal candidate is a quick executor with exceptional follow-through who can confidently manage multiple vendors, meetings, deadlines, and priorities without needing constant direction. Healthcare experience is helpful but not required; strong research, communication, organization, and execution skills are more important.

Scope of Work / Responsibilities

Vendor Research & Outreach

Conduct outbound calls to vendors, suppliers, and external business contacts Research EHR vendors and coordinate product demonstrations Research AI scribe solutions and schedule demos Gather and compare vendor pricing, features, services, and other decision-making information Research malpractice, disability, and building insurance options Identify pharmaceutical representatives and coordinate meetings Request pharmaceutical pricing and available sample information Research ultrasound and other medical equipment vendors Source vendors for general medical supplies Obtain and compare quotes from multiple vendors Identify appropriate vendor representatives and establish initial contact Conduct initial vendor conversations before handing off discussions to the client Follow up consistently on outstanding information and next steps

Real Estate & External Coordination

Research potential medical office locations Contact real estate agents and other relevant contacts Gather information about potential properties Coordinate medical office site visits and property tours Manage scheduling and follow-ups related to real estate opportunities

Executive & Practice Launch Support

Maintain an organized vendor matrix with pricing, contacts, services, and key information Manage calendar availability and schedule vendor meetings, demos, consultations, and site visits Prepare concise vendor and meeting summaries for the client Highlight key questions, comparisons, and potential negotiation points before meetings Track priorities, deadlines, and outstanding tasks for the practice launch Coordinate and track general administrative and launch-related projects Proactively gather information needed to support faster decision-making Assist with hiring logistics for future practice staff Provide clear and concise progress updates Identify next steps and keep time-sensitive projects moving without requiring frequent reminders

Top 3 Priorities

1. Vendor Outreach & Coordination

Research and contact key vendors, gather pricing and relevant information, schedule demos and meetings, and consistently follow up on outstanding items and next steps.

1. Real Estate Sourcing & Site Visit Coordination

Research potential medical office locations, communicate with real estate contacts, gather relevant property information, and coordinate site visits.

1. Practice Launch Project Management

Maintain vendor and priority trackers, organize meetings and deadlines, monitor outstanding tasks, and ensure critical projects remain on track for upcoming practice launch milestones.

Requirements

REQUIREMENTS

Required Skills & Experience

Previous experience in executive assistance, vendor coordination, outreach, project coordination, business support, or a similar role Excellent professional phone communication and outbound calling skills Comfortable contacting vendors, real estate agents, suppliers, and other external business contacts Strong research and information-gathering skills Ability to gather and compare pricing, services, quotes, and vendor options Excellent calendar management, scheduling, and meeting coordination skills Strong project and task management abilities Highly organized with exceptional attention to detail Strong follow-through and ability to keep multiple priorities moving simultaneously Able to maintain organized trackers, vendor matrices, and project documentation Able to summarize research and vendor information clearly and concisely Excellent written and verbal English communication skills Able to prioritize tasks according to deadlines and changing business needs Comfortable working independently with minimal supervision Able to take broad instructions and translate them into actionable next steps Resourceful and comfortable solving problems independently Quick executor who can work efficiently in a fast-paced startup environment Reliable, responsive, adaptable, and consistent

Preferred Experience

Experience supporting executives, founders, physicians, or business owners Vendor sourcing, procurement, or vendor management experience Experience coordinating demos, consultations, site visits, or external meetings Experience conducting outbound business or vendor outreach Experience comparing quotes and preparing vendor recommendations Project coordination or startup launch experience Experience researching or coordinating commercial real estate Familiarity with healthcare or medical practice operations Familiarity with EHRs, healthcare technology, medical equipment, insurance, pharmaceutical vendors, or medical supplies

Extensive healthcare experience is not required. Candidates should, however, be comfortable learning unfamiliar healthcare terminology, products, services, and vendor categories quickly.

Ideal Candidate Profile

We are looking for someone who is:

Highly organized and detail-oriented Proactive and comfortable taking initiative Confident and professional on outbound calls A strong researcher and problem-solver Comfortable communicating with different types of business contacts Able to work independently without constant direction Excellent at following through on outstanding tasks Capable of managing multiple vendors, meetings, and deadlines simultaneously Resourceful when instructions or information are limited Quick to execute and comfortable with changing priorities Able to provide concise, useful updates rather than overwhelming amounts of information Reliable and responsive when handling time-sensitive projects Comfortable taking ownership of tasks from research through completion

Basic Requirements

Must speak and write English clearly and professionally. Must have relevant work experience. Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory). Must be available to attend video meetings with camera on when required.

Technical Requirements

Computer: Reliable laptop or desktop computer. Internet: Stable high-speed internet connection (minimum 25 Mbps). Audio: Noise-canceling headset. Video: Working webcam for virtual meetings. Workspace: Quiet and professional work environment.

Benefits

Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication. Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks. HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients. Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention. Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule. Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client. Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best. Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.