Remote Executive & Personal Assistant to Medical Director

Full Job Description

We are seeking a highly organized, proactive Remote Executive & Personal Assistant to support Dr. Ernai in three key areas:

Executive support for Mederna Aesthetic & Primary Care

Medical Director & educational/training support

Personal assistant support to help manage a busy professional and personal schedule

This is a remote position from a Latin American country, working mostly on Houston / Central Time. Ideal for someone who is detail-oriented, tech-savvy, discreet, and comfortable supporting a physician–entrepreneur with multiple projects.

Job Responsibilities

1. Executive Support – Mederna Aesthetic & Primary Care

Manage and coordinate calendars (clinic, meetings, trainings, events, travel) in Houston time.

Organize daily schedule and priorities for Dr. Ernai, sending brief daily overviews and reminders.

Screen, organize and respond to emails, messages, and DMs (as directed), flagging urgent items.

Prepare and format documents and presentations (PowerPoints, forms, policies, staff memos, simple contracts).

Help coordinate Zoom/Teams meetings with vendors, partners, legal/finance, marketing, and collaborators.

Assist with internal communication to the Mederna team (WhatsApp/Slack/email reminders, updates, summaries).

2. Medical Director & Academy / Education Support

Help organize training days and model days for Dr. Ernai Academy (model lists, confirmations, reminders, follow-up messages).

Assist in preparing presentation materials: slides, speaker bios, photos, and submission forms for conferences.

Maintain an organized digital library of:

Before/after photos (proper labeling and folders)

Protocols and training documents

Lecture slides and marketing decks

Coordinate registrations, flights, and hotel bookings for conferences and speaking engagements (online booking, itineraries).

3. Remote Personal Assistant Support

Manage and coordinate personal calendar (personal appointments, trips, important dates), aligned with the professional schedule.

Arrange travel (flights, hotels, transportation, reservations) and send clear itineraries.

Handle online errands, such as:

Ordering items or gifts online

Booking appointments/reservations

Coordinating services via phone/email/WhatsApp (no in-person tasks).

Maintain strict confidentiality around all personal and professional information.

4. Operations, Organization & Special Projects

Keep project and to-do lists updated (clinic projects, academy tasks, marketing campaigns, events).

Prepare simple reports or summaries of meetings and follow up on action items.

Coordinate with marketing/social media teams (share photos, organize content days, confirm guests/influencers, track deadlines).

Organize and maintain shared drives (Google Drive/OneDrive, etc.) with logical folder systems and naming conventions.

Job Requirements

Prior experience as an Executive Assistant, Personal Assistant, Virtual Assistant, Office Manager, or Coordinator.

Must be bilingual Spanish–English with strong writing skills in both.

Based in a Latin American country, able to work mainly on U.S. Central Time (Houston) hours.

Excellent organization and time-management, able to handle many moving parts with minimal supervision.

Strong written communication: professional emails, messages, and basic document drafting.

High level of discretion, emotional maturity, and loyalty.

Tech-savvy: comfortable with Google Workspace / Microsoft Office, calendar tools, WhatsApp, Zoom/Teams, and basic project tools (e.g., Trello, ClickUp, Asana – or willing to learn).

Stable internet connection and a quiet environment to work and take calls.

How to ApplyPlease send:

Your resume (CV)

A short voice note or short video (optional but preferred) introducing yourself in Spanish and English

A brief cover letter or message explaining:

Your experience as an assistant

Your current country and time zone

Your availability (hours per week)

Skills Required

• Admin Support - Expert
• Project Coordinator - Expert
• Administration - Expert

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