We are seeking a detail-oriented, proactive, and highly dependable Medical Assistantto join our personalized healthcare coordination team. In this role, you’ll be instrumental in supporting our clients’ day-to-day health logistics, ensuring that every clinical engagement is productive, well-prepared, and properly followed through.
You’ll work behind the scenes to manage documentation, schedule and prepare for consultations, assist with medical visits when needed, and liaise with both local and international providers. This role does NOT require a medical background. Experience in administration, family office operations, luxury hospitality, or medical clinics is equally valued.
Key Responsibilities
Appointment & Visit Coordination
● Schedule and manage medical appointments for clients across disciplines (medicine, psychology, nutrition, physical therapy), including global time zones (U.S. and Europe) to make it most productive for clients
● Occasionally accompany clients to in-person medical appointments, supporting them with registration, logistics, and real-time coordination
● Register clients for visits ahead of time to minimize delays and ensure smooth clinic experiences
● Take detailed notes during consultations (virtually or in person), when needed, and summarize key discussion points for the internal team
Post-Visit Support & Follow-Up
● Obtain and file medical records and reports from clinics after consultations
● Track and execute follow-up actions based on eachclient’s personalized care plan (as designed by their Health Project Manager orMedical Officer)
● Order, monitor and manage timelines for lab tests, prescriptions, imaging orders, and specialist referrals
Information Management & Documentation
● Organize and maintain accurate, up-to-date records of client medical data, including lab reports, consultation notes, medications, and treatment plans
● Track diagnostic results and clinical updates from multiple sources (labs, imaging centers, clinics)
● Enter, verify, and format medical data into standardized documentation templates
● Prepare and update client-specific medical briefs ahead of appointments, in coordination with the internal team
Ideal Candidate Profile
● Background in administration from family offices, medical clinics, or luxury concierge/hospitality environments
● Outstanding organizational skills, with strong attention to detail and reliability in execution
● Able to juggle multiple clients and dynamic tasks with professionalism and calm under pressure
● Strong interpersonal and communication skills, both written and verbal
● Tech and AI-tool savvy and comfortable navigating medical documents and digital platforms
● Willingness to occasionally adapt to early morning or evening consultations across international time zones
Added Opportunities
● Work with a globally respected team delivering elite, personalized healthcare
● Exposure to real-world care coordination across medicine, psychology, nutrition, and wellness
● Learn about cutting-edge models in preventive, proactive, and precision healthcare
