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Executive Administrative Coordinator - Part Time (Remote)

STAFFVIRTUAL19 open roles

Where
Cebu City, Cebu, Philippines, Remote
Work mode
Remote
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Your applicationOpen nowExecutive Administrative Coordinator - Part Time (Remote)STAFFVIRTUAL · Cebu City, Cebu, Philippines, Remote

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The clock on this job

Early applications get read.

13.4% of postings close within 7 days. Measured by our own scanner across the market. STAFFVIRTUAL postings stay open a median of 7 days.

Share of postings closed within
  1. 2.2%1 day
  2. 4.6%3 days
  3. 13.4%7 days
  4. 21.6%14 days
  5. 36.2%30 days
  6. 59.0%60 days
This job: first seen 2 hours ago

STAFFVIRTUAL median: 7 days open

The posting

Job Title: Executive Administrative Coordinator (Remote)

Job Overview:

We are seeking for an exceptional Executive Administrative Coordinator to manage front-desk operations and high-level practice administration. Acting as the central operational anchor—akin to an executive assistant to a CEO or senior leader—this role requires elite executive functioning, extreme attention to detail, and near-total operational autonomy.

You will be responsible for seamless day-to-day operations, proactive problem-solving, driving client acquisition and retention, and delivering a flawless front-desk experience. The ideal candidate thrives in a high-accountability environment where instructions are executed precisely the first time, mistakes are virtually non-existent, and senior leadership relies on your silent reliability to keep business revenue growing.

Job Responsibilities:

1. Administrative & Practice Coordination

  • Coordinate day-to-day administrative operations and provide reliable support to senior leadership and providers.
  • Manage calendars, appointments, schedules, and administrative follow-ups with a high level of accuracy.
  • Coordinate client intake and ensure information is collected and recorded correctly.
  • Anticipate administrative needs, identify potential issues, and take action to keep daily operations running smoothly.
  • Handle tasks independently with minimal supervision and follow instructions accurately.
  • Maintain confidentiality and follow HIPAA requirements when handling client information and records.

2. Client Intake, Scheduling & Support

  • Serve as a primary point of contact for prospective and existing clients through phone, email, and approved communication channels.
  • Respond to client inquiries promptly, professionally, and with empathy.
  • Conduct initial intake inquiries and help guide prospective clients through the scheduling process.
  • Schedule, reschedule, and confirm appointments while keeping provider calendars organized.
  • Follow up with prospective clients to support appointment booking and client retention.
  • Help reduce missed opportunities, late cancellations, and client drop-offs through timely communication and follow-up.

3. Billing & Revenue Support

  • Support client billing processes, including co-pay collection, superbill preparation, and payment follow-up.
  • Address routine billing questions and coordinate unresolved payment concerns with the appropriate team member.
  • Maintain accurate billing and client information in the required systems.
  • Support the practice in maintaining an efficient schedule and maximizing available appointment opportunities.

4. Executive & Operational Support

  • Provide administrative support to senior leadership and providers as needed.
  • Manage incoming emails, phone calls, messages, and other administrative requests.
  • Maintain accurate information in the EHR and other systems.
  • Coordinate with vendors and assist with administrative needs related to supplies and practice operations.
  • Track pending tasks, follow-ups, and important administrative items to ensure they are completed on time.
  • Proactively identify and communicate operational issues before they become larger problems.

Job Qualifications:

  • Experience: 3–5+ years of experience in executive administrative support, healthcare administration, hospitality management, or senior administrative roles.
  • Prior healthcare or mental health experience is preferred.
  • Strong Autonomy: Able to work independently, follow instructions accurately, manage priorities, and solve routine problems without constant supervision.
  • Attention to Detail: Highly accurate when handling scheduling, data entry, billing, client records, and administrative tasks.
  • Communication Skills: Professional, clear, and confident when communicating with clients, providers, leadership, and other stakeholders.
  • Client Service: Warm, professional, and comfortable handling client inquiries and supporting the client experience.
  • Organization: Strong time-management and organizational skills with the ability to manage multiple tasks and deadlines.
  • Technology: Proficiency with EHR platforms, secure billing systems, Google Workspace/Microsoft Office, and modern communication tools.
  • Confidentiality: Comfortable handling sensitive information and following HIPAA and data privacy requirements.
  • Growth & Client Focus: Comfortable supporting client acquisition, scheduling, retention, and other activities that contribute to practice growth.

Employment Type: Part-Time Work Arrangement: Remote Schedule: Monday to Friday, 4 hours per day Tentative Hours: 11:00 AM to 3:00 PM Central Time Expected Hours: 20 hours per week

If you're a motivated, client-focused professional who's ready to grow with a company that values people and performance, we'd love to hear from you. Apply now and join our dynamic team at STAFFVIRTUAL!

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