Sylvcare

Role Description We are seeking a highly organized, detail-oriented Executive Assistant & Recruitment Operations Coordinator to build structure, improve operational efficiency, and support the Managing Partner in scaling the business. The primary objective of this role is to remove operational and administrative workload from the Managing Partner, allowing greater focus on revenue-generating activities including: - Business development - Client acquisition - Relationship management - Physician assessment - Executive search This is a systems-focused position requiring strong organizational skills, ownership, follow-through, and attention to detail. Key Responsibilities - Recruitment Operations - Coordinate physician recruitment projects from initial sourcing through interview stage. - Follow up with candidates regarding: - Updated CVs - Surgical logbooks - Licenses and registrations - Fellowship certificates - Credentialing documents - Maintain organized candidate records and databases. - Update ATS and internal tracking systems. - Ensure candidate files are complete before client submission. - Schedule interviews and coordinate communication between physicians and clients. - Prepare candidate submission packs. - CV Branding & Documentation - Format physician CVs according to SylvCare Talent branding standards. - Verify consistency of dates, titles, education, licenses, and employment history. - Create first-draft branded CVs for Managing Partner review. - Prepare candidate profiles and executive summaries. - Organize supporting documents and credential files. - Executive Support - Manage calendar and scheduling. - Coordinate meetings with clients and candidates. - Organize travel arrangements and conference logistics. - Track follow-up actions and ensure deadlines are met. - Maintain organized digital filing systems. - Prepare meeting agendas and follow-up notes. - Business Development Support - Maintain CRM and client databases. - Track outreach activities and follow-up schedules. - Research healthcare organizations and decision makers. - Assist with LinkedIn content scheduling and posting. - Monitor recruitment pipelines and prepare weekly reports. - Process & Systems Development - Build and maintain standard operating procedures (SOPs). - Develop templates for: - Candidate submissions - Follow-up emails - Interview coordination - Credential collection - Client updates - Identify inefficiencies and recommend process improvements. - Ensure consistent documentation and workflow management across all assignments. Qualifications - Bachelor's degree preferred. - Minimum 2 years of experience in executive assistance, recruitment coordination, healthcare recruitment, or operations support. - Exceptional organizational and administrative skills. - Strong written and verbal English communication. - Advanced proficiency in Microsoft Office and Google Workspace. - Experience working with ATS, CRM, or recruitment systems is preferred. - Ability to manage multiple priorities simultaneously. Preferred Experience - Healthcare recruitment. - Physician recruitment. - GCC healthcare market exposure. - LinkedIn Recruiter or sourcing experience. - Document formatting and professional CV preparation. Key Performance Indicators (KPIs) - Candidate document completion rate. - Interview scheduling turnaround time. - ATS data accuracy. - CV preparation turnaround time. - Follow-up completion rate. - Pipeline reporting accuracy. - Administrative workload reduction for Managing Partner. What Success Looks Like Within 90 days, the Executive Assistant & Recruitment Operations Coordinator should: - Manage candidate documentation independently. - Maintain organized ATS and recruitment records. - Deliver branded CV drafts ready for final review. - Ensure all candidate follow-ups occur without reminders. - Manage scheduling and coordination activities proactively. - Free up at least 15–20 hours per week of the Managing Partner's time for business development and client engagement activities.

Role Description We are seeking an experienced Freelance Medical Licensing Officer to manage end-to-end licensing and credentialing processes for healthcare professionals across GCC regulatory authorities, including DHA (Dubai), DOH (Abu Dhabi), SCFHS (Saudi Arabia), and DHP-Qatar (formerly QCHP). This is a remote, project-based role focused on handling DataFlow Primary Source Verification (PSV), documentation compliance, application submission, and licensing coordination. Key Responsibilities - Manage end-to-end licensing applications for doctors and healthcare professionals across GCC authorities - Handle DataFlow PSV process (submission, follow-up, discrepancy resolution) - Conduct document review and gap analysis before application submission - Prepare and submit licensing applications on DHA, DOH, SCFHS, and DHP portals - Track application status, exam eligibility, and licensing progress - Coordinate with candidates, recruiters, and healthcare institutions to ensure timely completion - Resolve licensing issues, rejections, or additional requirements from authorities - Support license transfer, upgrade, and renewal processes - Maintain accurate tracking sheets and case documentation Qualifications - Proven experience in GCC medical licensing (DHA, DOH, SCFHS, DHP-Qatar) - Strong experience with DataFlow PSV - Excellent knowledge of licensing pathways for doctors and healthcare professionals - High attention to detail in document verification and compliance - Strong follow-up and case management skills - Ability to work independently in a freelance / remote setup - Fluent in English (Arabic is a strong advantage) Requirements - Background in healthcare recruitment, credentialing, or medical administration - Experience handling multiple GCC licensing cases simultaneously - Familiarity with fast-track licensing and urgent case handling How to Apply To apply, please send the following: - Updated CV highlighting your GCC licensing experience - A short summary of: - Authorities you’ve handled (DHA / DOH / SCFHS / Qatar) - Approx. number of cases managed - Your role in DataFlow PSV (end-to-end or partial) - 1–2 sample cases (briefly describe challenges you handled, e.g., rejections, discrepancies, fast-track cases) - Your expected rate per case - Availability (number of cases you can handle monthly) 📩 Send your application to: consultation@sylvcare.com Job Ref. SC-LIC-0426-GCC (MUST be written in email subject line)