Executive Assistant

1 week, 3 days ago
Contract
Senior
Operations

Marathon Talent

Marathon Talent is a human resources and talent advisory firm that helps companies hire top bilingual talent from Latin America through recruitment, fractional people and talent strategy, market insights, salary studies, and advisory/mentorship services.

Human Resources
1-10
Founded 2023

Description

  • Own the Founder’s inbox, calendar, and day-to-day executive support.
  • Handle recurring office administration such as supply orders, deliveries, and vendor coordination.
  • Support select personal-assistant tasks alongside professional responsibilities.
  • Manage the client pre-screening and intake call process for prospective clients.
  • Ask screening questions, apply intake judgment, and match clients to the right therapist.
  • Coordinate scheduling by cross-referencing clinician availability and confirming appointments.
  • Build and document organizational systems and standard operating procedures across the practice.
  • Own and evolve the practice’s technology stack with attention to HIPAA privacy requirements.
  • Identify and close operational gaps as the practice scales.
  • Support new-hire onboarding, staff scheduling visibility, and insurance/benefits administration.

Requirements

  • Fully bilingual in English and Spanish.
  • Polished, professional spoken and written English for client-facing phone communication.
  • Strong operational instincts and interest in building structure and systems from scratch.
  • High discretion and trustworthiness for handling protected health information and personal/professional matters.
  • Tech-savvy and able to learn new tools independently, including AI assistants.
  • Available to cover an expanded, phone-heavy schedule as intake volume grows.
  • Prior experience as an Executive Assistant, Chief of Staff, or Operations Coordinator supporting a founder or small-business owner is a strong plus.
  • Experience in healthcare, wellness, or another privacy-regulated industry is a strong plus.
  • Experience building SOPs or operational systems from the ground up is a strong plus.
  • Marketing, social media, or community management experience is nice to have.
  • Familiarity with practice-management/EHR platforms such as SimplePractice or TherapyNotes is nice to have.
  • Fully remote with no specific location requirement.

Benefits

  • Independent contractor contract paid monthly through a payroll/EOR platform.
  • Fully remote work arrangement.
  • Reports directly to the Founder / CEO.
  • NDA required due to access to protected health information and client data.

Interested in this position?

Apply directly on the company website

Apply Now

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