Executive Personal Assistant – Medical Coordination & Personal Affairs

I am seeking a reliable, organized, experienced, and emotionally mature personal assistant to help manage a variety of administrative and life-management responsibilities. This is a remote role with an emphasis on medical coordination, organization, communication, documentation, research, and assistance with important personal affairs. The position is part-time initially, approximately 1-5 hours per week, though additional hours and responsibilities may become available over time depending on needs, workload, reliability, and fit. I am looking for someone who can eventually become a trusted administrative extension of myself — someone who understands my priorities, helps me stay organized, tracks important details, anticipates upcoming needs, and reduces the amount of follow-up I have to manage personally. Responsibilities Assisting with scheduling, planning, and organization Taking notes during phone calls, meetings, and medical appointments Helping track medical information, follow-ups, appointments, and documentation Assisting with administrative tasks, written correspondence, and task tracking Helping organize important documents and personal affairs Filing expense reports and helping track receipts or reimbursements Researching hotels, temporary housing, apartments, funeral homes, nonprofit organizations, and other services as needed Helping compare options, summarize findings, and organize information in a clear format Assisting with uploading, organizing, and tracking medical imaging, reports, and records through secure portals or file-sharing systems when needed Proactively tracking appointments, deadlines, and follow-up items Notifying me in advance of upcoming appointments, calls, deadlines, or tasks Helping identify what needs to be prepared before appointments, calls, or administrative deadlines Following up on assigned tasks and providing clear status updates General remote personal assistant duties as needed Medical Appointment Support A key part of this role may involve attending medical appointments or phone calls remotely to take notes, help track instructions, and assist with follow-up items. For medical appointments, the assistant must be able to attend using a Google phone service that I will provide. These appointments will need to be attended during my scheduled appointment times and time zone. This requirement is non-negotiable. If you are unable to reliably attend scheduled medical calls or appointments when agreed upon in advance, this role will not be a good fit. Required Experience and Skills Prior experience as a personal assistant, executive assistant, administrative assistant, medical administrative assistant, or similar role is required. The assistant must be very competent using Google Docs, Google Drive, Gmail, Google Calendar, spreadsheets, and Windows-based software. Accuracy, organization, and high attention to detail are extremely important. Because this role may involve confidential medical, legal, financial, and personal information, the assistant must be willing to sign a confidentiality agreement/NDA before receiving access to sensitive information. Ideal Candidate Reliable, responsive, and consistent with communication Experienced in administrative or personal assistant work Highly accurate, detail-oriented, and careful with important information Strong organizational and administrative skills Comfortable handling sensitive or personal matters professionally Emotionally mature and able to remain calm in serious or complex situations Compassionate, discreet, adaptable, and trustworthy Able to work independently once clear instructions are provided Comfortable assisting with medical-related coordination and life-management tasks Comfortable conducting practical research and summarizing options clearly Careful when handling confidential medical, legal, financial, or personal documents Flexible schedule with availability for occasional medical calls or appointments when coordinated in advance Able to develop into a trusted administrative extension by learning systems, tracking details, anticipating needs, and reducing the need for repeated follow-up Availability and Communication Expectations Because the role involves sensitive and time-sensitive matters, communication, accuracy, and reliability are extremely important. During the initial working relationship, I prefer someone who can work within agreed-upon windows that align with my schedule and time zone until trust and workflow are established. I do not expect constant availability, but I do need someone who can be consistent, responsive, and clear about when they are available. The assistant is expected to proactively track assigned appointments, deadlines, and follow-up items. I should not have to remind the assistant about appointments or scheduled tasks that have already been shared. The assistant should notify me in advance of upcoming appointments, confirm whether they are attending when applicable, and help identify any preparation needed before the appointment. I need someone who can: Acknowledge assigned tasks in a timely manner Communicate availability clearly Work during agreed-upon scheduled windows when needed Attend scheduled medical calls or appointments when agreed upon in advance Provide updates if a task is delayed Let me know in advance when they are unavailable Follow written instructions carefully Pay close attention to details, names, dates, deadlines, and document accuracy Ask clarifying questions when something is unclear rather than guessing Proactively track appointments, deadlines, and follow-up items without needing repeated reminders Compensation and Rate Expectations This is a part-time role with the possibility of increased hours over time depending on needs, performance, reliability, communication, and fit. Rate increases are not automatic and will be based on performance, reliability, quality of work, communication, and the development of trust over time. Any request for a rate increase should be discussed directly and will be considered based on the working relationship and demonstrated performance. This role is best suited for someone who is dependable, professional, emotionally grounded, and comfortable assisting with sensitive personal, medical, legal, financial, and administrative matters.