• Manage calendars for multiple team members, scheduling meetings, sending reminders, and handling booking requests from clients • Monitor and organize email inboxes, flag urgent messages, draft responses, and ensure nothing falls through the cracks • Process invoices, track expenses, and maintain financial records in our accounting system • Coordinate with vendors and service providers—get quotes, schedule appointments, follow up on deliverables • Create and maintain spreadsheets for project tracking, client lists, inventory, or other operational data • Prepare documents, presentations, and reports by gathering information from team members and organizing it clearly • Handle customer inquiries via email or phone, answer basic questions, and direct complex issues to the right person • Research vendors, pricing, and solutions for business needs and present findings to leadership • Maintain organized digital filing systems and ensure documents are easy for the team to find • Assist with social media posting, basic content updates to the website, or other communication tasks as needed

Role Description Hey! We’re Scale Up, and our client is looking to hire an Executive Assistant. - Type of Employment: Contractor (Long-term) - Work Modality: 100% Remote - Work Schedule: Full-time (~40 hours/week) - Time Zone: U.S. Eastern Time (approximately 8:30 AM – 5:00 PM ET) - Location: LATAM This is not a traditional Executive Assistant position. AI tools—especially Claude—are central to the way the company operates, and you'll use them daily to support operations, manage systems, prepare client proposals, and ensure internal processes run smoothly. You'll work closely with the firm's two partners, receiving daily direction while being expected to independently solve problems, improve processes, and keep operations running without constant supervision. Key Responsibilities - Sales & Proposal Support - Review Loom recordings from partner prospect meetings and extract key information. - Update and maintain opportunities in HubSpot. - Prepare first-draft proposals using the firm's packaged services and internal pricing tools. - Join selected prospect and client meetings to take notes and gather context. - Collaborate with the partners to revise and finalize proposals. - Systems & Operations - Become the internal expert on Financial Cents, the firm's workflow, billing, and timekeeping platform (training provided). - Audit and maintain recurring workflows (weekly, monthly, quarterly, and annual). - Ensure every project includes budgets, assigned owners, and complete data. - Monitor budgets and time tracking. - Conduct budget reviews alongside the partners and communicate findings through Microsoft Teams or meetings. - AI & Process Automation - Use Claude extensively for prompting, connectors/MCPs, and creating and maintaining reusable skill files. - Continuously improve AI-driven workflows as internal processes evolve. - Help organize company files and maintain naming conventions. - Research and evaluate new AI tools available to the firm. - Executive Support - Manage the partners' calendars, email, and communications, particularly while they're traveling or unavailable. - Communicate professionally with clients via email, video calls, and occasionally by phone. - Maintain the firm's high standard of client service and professionalism. Qualifications - Experience working in a professional services environment where time and expertise are the primary products (accounting experience is a strong plus; legal or marketing agencies are also highly relevant). - Strong understanding of budgets, billable hours, deadlines, and operational processes. - Highly tech-savvy with the ability to quickly learn new software and solve problems independently. - Hands-on experience using AI tools; Claude experience strongly preferred. - Excellent written and spoken English with polished, client-facing communication skills. - Highly independent, resourceful, and capable of working with minimal supervision. - Strong attention to detail and commitment to producing accurate, polished work. - Proactive mindset with excellent organizational skills and a collaborative attitude. Benefits - Join a small, collaborative team of approximately 14 professionals. - Work in an AI-first environment where technology is integrated into daily operations. - Enjoy a healthy work-life balance with a standard 8-hour workday and no expectation of regular overtime. - Play a key role supporting leadership while helping improve systems and processes across the business. - Work with modern tools including Claude, HubSpot, Microsoft Office 365, SharePoint, Microsoft Teams, Superhuman, Loom, and Financial Cents.

Role Description As our Utilization Management (UM) Assistant, you will provide essential administrative and clerical support to the UM team, playing a crucial role in maintaining efficient and organized operations. - Manage documentation and process incoming requests. - Facilitate communication between team members and external parties. - Assist with data entry and record-keeping to ensure smooth UM workflows. - Manage timely post-acute care referrals to assist with length of stay management and mitigation of denials. - Communicate and collaborate with interdisciplinary team, patients, and family to facilitate care progression. - Ensure post-acute follow-up appointments for identified patients to assist with readmission prevention and ensuring continuity of care. - Deliver required patient notifications and letters, and obtain patient or family signatures on required documentation as needed to meet regulatory compliance. - Manage transportation referrals as requested. - Comply with confidentiality policies, HIPAA regulations, and organizational standards when transmitting protected patient information to external agencies and vendors as needed for placement, payment or referral. Qualifications - Associates Other in Business/Health-Related field, upon hire or - High School Graduate General Studies, upon hire and - Medical Assistant or Certified Nursing Assistant certificate or Experience in a healthcare setting, upon hire and - At least 3 years previous experience in health care, care coordination, utilization review, discharge planning or similar healthcare setting and - Experience supporting clinicians in demanding and fast paced patient care environments. Requirements - None, upon hire Company Description Virginia Mason Franciscan Health has a rich history of providing exceptional healthcare, dating back to 1891. Building upon a legacy of compassionate care and innovation, our organization has evolved over the years through strategic partnerships and integrations to expand our reach and services across the Puget Sound area. Today, as Virginia Mason Franciscan Health, we remain deeply committed to healing the whole person – body, mind, and spirit – in the communities we serve. This commitment is strengthened by the diverse expertise and shared values brought together through our growth. Our dedicated providers offer a full spectrum of health care services, from routine wellness to complex disease management, all grounded in rigorous research and education. Our comprehensive network of 10 hospitals and nearly 300 care sites strategically located across the greater Puget Sound region reflects our ongoing commitment to accessibility and comprehensive care. We are proud of our pioneering medical advances and numerous awards and accreditations that reflect our dedication to excellence. When you join Virginia Mason Franciscan Health, you become part of a team that delivers top-quality, professional healthcare in modern, well-equipped facilities, and contributes to a legacy of service built on collaboration and shared purpose.

• Provide secretarial support for the Legal Affairs Service (SAJ) • Provide administrative support to members of the Legal Affairs Service and manage administrative follow-up of files, maintaining physical and electronic records from receipt to archiving, including indexing • Handle certain aspects of legal files autonomously, under the supervision of legal advisors • Manage the service’s organizational follow-up (telephone reception, meeting organization, calendar coordination, internal administrative procedures, etc.) • Draft letters and documents with legal content (emails, letters, minutes, memoranda, exhibits lists, etc.) • Create and update documents such as drafts, spreadsheets, planning documents and PowerPoint presentations according to the service’s needs.