executive Virtual Assistant (healthcare)Scale Virtually

The Executive Virtual Assistant (EVA) will serve as the primary operational partner to the CEO of Couplet Care Inc., a medical device company committed to advancing maternal-infant care through innovative, clinically validated products. This role exists to relieve the CEO of time-consuming administrative, scheduling and coordination tasks so leadership can focus on strategic priorities such as fundraising, sales growth and high-value business development.The EVA will manage critical operational workflows including email & calendar oversight, vendor document preparation, healthcare lead research, conference logistics, coordination with internal and external stakeholders. Acting as a central point of communication & execution, the EVA will ensure timely handling of urgent inquiries, accurate preparation of hospital vendor applications, smooth organization of CEO travel and event participation.Since Couplet Care's work is deeply rooted in maternal-infant health and supported by NIH-funded clinical research, this position benefits from familiarity with medical environments, hospital operations and healthcare professional roles. The EVA will often interact with hospital administrators, maternal-fetal medicine providers, lactation consultants and neonatal care teams, making professionalism and industry literacy essential.Responsibilities:Email Management
Monitor multiple inboxes including CEO's personal, Couplet Care and admin accounts, identifying and flagging priority communications
Route urgent sales inquiries from HubSpot forms for immediate follow-up and track response actions
Filter, organize and classify messages for delegation, deferral or deletion
Maintain clear records of correspondence in HubSpot and shared folders
Calendar & Scheduling
Coordinate CEO's calendar across personal & business accounts, ensuring accurate meeting details and avoiding conflicts
Schedule and confirm purchase trials, conference sessions and related travel
Reserve time blocks for priority sales meetings and executive availability
Provide daily or weekly summaries of upcoming commitments and preparation needs
Vendor Document & Hospital Coordination
Prepare and submit hospital vendor applications, ensuring all required documents are attached from the company's vendor document library
Liaise with hospital administrative contacts for requirements, timelines and approvals
Track vendor approval status and follow up to prevent delays in demos or trials
Coordinate with the Director of Service for review prior to submission when required
Conference & Logistics Support
Register CEO for conferences, secure hotel accommodations and coordinate event schedules
Arrange shipping and return of demo bassinets for trials or conferences, ensuring accurate delivery addresses for 3PL provider
Book Ryder truck rentals when needed for purchase trials in event locations
Maintain a process checklist for all logistics to ensure consistency and prevent errors
CRM & Data Management
Update HubSpot with new leads, contact information and activity notes
Track sales pipeline stages, trial statuses and hospital outreach progress
Maintain accuracy and completeness of CRM records for executive reporting
Lead Generation & Healthcare Contact Research
Use healthcare expertise to identify relevant hospital departments & provider specialties in purchase trial locations, including maternal-fetal medicine, obstetrics, pediatrics, lactation and neonatal care
Conduct searches on hospital directories & other healthcare databases to identify potential decision-makers and influencers
Review clinical trial registries and medical publications to locate healthcare professionals involved in postpartum safety, breastfeeding support and patient experience initiatives
Target leads based on alignment with Baby-Friendly Hospital Initiative (BFHI) principles, patient safety goals and quality improvement projects
Collaborate with Sales Development Representatives to prepare targeted lead lists ahead of conferences and trials
Cross-Team Coordination
Act as an operational liaison between the CEO, Sales Development Representatives, Director of Service and other team members to avoid duplicated efforts
Maintain an operational directory of internal roles for routing tasks and inquiries
Support pre-conference lead preparation in collaboration with SDRs and marketing
RequirementsQualifications:Executive Support
Proven experience in executive assistance with ability to manage sensitive and high-priority tasks independently
CRM & Data Handling
Proficiency in HubSpot for contact updates, sales tracking, investor relations and activity logging
Accuracy in handling vendor applications and purchase order records
Communication
Clear, concise written communication for professional email correspondence
Skilled at summarizing complex updates for executive decision-making
Confidence in liaising with hospital administrators and event staff
Project & Time Management
Ability to manage multiple concurrent deadlines and adjust to shifting priorities
Skilled at developing and following process checklists
Persistent follow-through without direct supervision
Operations & Logistics
Competence in coordinating shipping, event registrations and travel bookings
Ability to work with 3PL providers, verify delivery details and resolve last-minute issues
Healthcare Database Search & Lead Identification
Skilled at researching healthcare providers using NPPES NPI Registry, hospital directories and similar healthcare databases
Ability to identify provider specialties and relevance to maternal-infant care or related fields
Capable of verifying provider activity status and locating contact details through multiple sources
Familiarity with using clinical trial registries and medical publications to identify potential leads
Tools
Google Workspace (Gmail, Calendar, GDrive, Docs, Sheets, Slides)
HubSpot CRM
Zoom
LinkedIn
Ryder Rental Platform
Benefits
60,000-65,000 PHP
PTO
HMO
Fully Remote Work
Scale Virtually

Philippines
₱60,000-65,000 per month
Permanent
Full-time