Executive Assistant and Scheduling Coordinator

Summary

Join Pearl Talent and work as a fully remote Executive Assistant for a fast-growing global healthcare company. This role requires strong calendar management, healthcare scheduling (using Athena EMR), and operational coordination skills. You will act as a strategic partner to leadership, optimizing complex calendars across multiple stakeholders and ensuring smooth operations. The ideal candidate has executive support experience, preferably in healthcare, and excels at juggling priorities and solving logistical puzzles. Pearl offers a competitive salary, generous PTO, direct mentorship, learning and development opportunities, global networking, and a flexible work-life balance. The company is at the forefront of healthcare innovation and offers a dynamic, mission-driven work environment.

Requirements

• Executive Assistant experience, ideally supporting multiple leaders or managing calendars across departments/business units
• Experience managing multiple complex calendars simultaneously, including across different time zones or functions
• Proficient in Athena EMR for appointment scheduling and provider availability
• Strong experience in healthcare scheduling, especially in physical therapy or similar clinical environments
• Familiarity with Monday.com or similar project/task management tools
• Knowledge of calendar optimization techniques to maximize efficiency and reduce conflicts
• Excellent communication, problem-solving, and organizational skills
• Ability to work autonomously, manage shifting priorities, and think proactively

Responsibilities

• Act as a trusted partner to company leadership, providing high-level support through calendar management, meeting preparation, and coordination of priorities across departments
• Anticipate needs, communicate effectively, and ensure leadership is set up for success
• Manage multiple executive and department-level calendars simultaneously, ensuring alignment across time zones, clinical priorities, and operational needs
• Apply scheduling best practices and optimization strategies to reduce inefficiencies, avoid conflicts, and maximize time utilization across clinical and leadership teams
• Use Athena EMR to schedule appointments, manage provider availability, and ensure continuity of care
• Serve as the scheduling liaison between clinical staff, administrative teams, and sales/operations to manage resourcing and resolve conflicts
• Anticipate schedule disruptions (e.g., cancellations, urgent care needs), proactively adjust calendars, and communicate changes clearly to all stakeholders
• Track adherence to scheduling and operational standards
• Generate reports and provide insights to leadership to support data-driven decisions
• Use tools like Monday.com for task management and cross-team coordination
• Suggest workflow improvements where needed

Preferred Qualifications

• Prior experience in a clinical utilization or scheduling optimization role
• Strong analytical skills to interpret utilization data and improve resource allocation
• Experience coordinating virtual or telehealth appointments
• Comfort working in a fast-paced, high-growth environment

Benefits

• Competitive Salary: To be discussed during the interview
• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance