Personal & Administrative Assistant

Full Job Description

• Schedule:Monday–Friday, 8:00 AM–10:00 AM EST, Estimated 10–15 hours per week, with flexibility for additional hours depending on workload. (Please do not apply if you cannot meet these schedule requirements.)
• We’re seeking a proactive, highly organized, and detail-oriented Personal & Administrative Assistant to support a high-level medical technology sales representative. This role combines professional and personal responsibilities, including sales operations, administrative tasks, medical scheduling, and social media support. 

Job Responsibilities

Sales Operations:

• Client outreach and send quotes, follow up with clients via email or phone, and prepare sales reports.
• CRM management, update pipelines, and help schedule demos.
• Assist with building out quotes- preparation and ensure timely follow-through on sales tasks.

Administrative Support:

• Manage task trackers, organize files, and prioritize daily assignments.
• Coordinate calendars and ensure smooth scheduling for both business and personal commitments. 
• Assist in creating and refining workflows, SOPs, and organizational systems to improve efficiency across sales, personal, and social media tasks. (notion)

Personal Assistance:

• Book travel accommodations, schedule personal appointments, and handle errands as needed.
• Order gifts, manage deliveries, and assist with expense tracking.
• Conduct online research for products, services, and travel options

Medical Task Support:

• Schedule medical appointments, complete forms, and manage insurance-related tasks.
• Handle confidential health information with discretion and HIPAA awareness.

Social Media & Content Support:

• Assist with drafting captions, scheduling posts, and repurposing content for platforms like Instagram, LinkedIn, and YouTube
• .Basic graphic/video editing skills (Capcut or other)- for long format and short format videos (IG, Youtube, etc)  
• Assist with brand collaborations: research partners, draft outreach emails, and track deliverables.  

Job Requirements

• Must be tech-savvy and able to perform basic troubleshooting for common software and connectivity issues.
• Clear Communication: Must be fully available during scheduled hours with no overlapping calls or commitments.  
• Daily Updates: update daily tracker with completed tasks and pending items.
• Provide a weekly concise summary of what was completed and pending for the following week. 
• Flexibility: Ability to handle urgent tasks outside core hours when needed.
• Trial Task: Candidates will complete a short paid trial project to demonstrate skills before onboarding.

Skills Required

• Admin Support - Expert
• Social Media - Expert
• Sales Representative - Expert

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