Job Description
Executive Assistant & Clinical Office Administrator
(Remote, 20 hrs/week – 1099 Contractor, US-based)
Position Overview
Modern Mindwork is seeking a remote Executive Assistant & Clinical Office Administrator to provide meticulous behind-the-scenes support that allows the provider to focus on patient care. This role emphasizes paperwork, compliance tracking, email management, scheduling, and overall workflow organization. The ideal candidate will be highly detail-oriented, proactive, and skilled at reducing decision fatigue by structuring tasks and keeping priorities clear.
Key Responsibilities
Paperwork & Compliance Management
Prepare, track, and maintain all clinical and administrative paperwork, including treatment agreements, medication consents, and compliance documents.
Keep HIPAA-compliant digital filing systems accurate, current, and organized.
Monitor and track regulatory requirements (licenses, DEA registration, malpractice coverage, etc.) and alert provider to upcoming deadlines.
Coordinate with outside providers, pharmacies, and vendors for records and supporting documentation.
Back Office & Administrative Support
Manage the provider’s email inbox: filter, prioritize, and draft replies where appropriate.
Maintain task lists, project trackers, and reminders inside Google Workspace.
Draft, format, and send correspondence or reports as needed.
Create and refine organizational systems that streamline practice operations.
Time & Workflow Management
Manage the provider’s calendar, ensuring appointments, meetings, and tasks are structured for efficiency.
Prepare agendas, checklists, and reminders so the provider has the right information at the right time.
Anticipate needs, track unfinished business, and help reduce decision fatigue by presenting organized priorities and options.
Client Interaction (Limited)
Answer occasional administrative phone calls or patient inquiries.
Provide a calm, professional first impression while routing clinical matters directly to the provider.
Maintain the illusion of a seamless, well-organized back office.
Qualifications
Minimum 2 years’ experience in executive support, healthcare administration, or office management.
Demonstrated excellence in paperwork management, scheduling, and email organization.
Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) is required.
Knowledge of HIPAA standards and healthcare compliance preferred.
Exceptional organizational skills, attention to detail, and follow-through.
Must be located in the United States and legally eligible to work as a 1099 contractor.
Personal Qualities
Meticulously organized and systems-driven.
Quietly effective — able to manage details behind the scenes with minimal direction.
Proactive, reliable, and highly trustworthy.
Professional, discreet, and respectful of confidentiality.
Strong communicator with a calm, supportive presence.
Compensation & Structure
Independent Contractor (1099).
20 hours per week, remote only.
Must be able to align with Pacific Standard Time (PST) for core tasks and availability.
Compensation: hourly, commensurate with experience.
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