Executive Assistant to the CEO

Wellness Executive Assistant & Concierge (Hybrid-prefer local candidates to oversee office operations)

PLEASE DO NOT CALL OUR OFFICE — CALLS WILL RESULT IN IMMEDIATE DISQUALIFICATION

Do you have the grit, critical thinking ability, and passion to help people reclaim their health?
Are you driven by exceptional customer experience, fast—but thoughtful—responses, and elite-level organization?
Do you thrive in roles that blend executive support and calendar management, inbox and phone management, sales support, webinar execution, and wellness operations?

If so, we can’t wait to meet you so read through and follow all instructions to apply.

About Rothman Health Solutions

Rothman Health Solutions empowers individuals and couples (average ages 40–60) to reclaim their health, vitality, and joy through transformational lifestyle-based programs. We make chronic disease optional—without prescriptions.

We serve individuals who:

• Experience sub-optimal health or chronic conditions unresolved by conventional medicine
• Are women navigating peri-/menopause seeking natural, sustainable solutions
• Are ready to invest in long-term health transformation

Our work is high-touch, deeply personal, and life-changing. Learn more at drnicole.com.

The Opportunity

As our Wellness Executive Assistant & Concierge, you are the operational and relational backbone of the practice.

This role blends high-level executive support, front-line client communication, sales and enrollment support, and virtual operations. You will manage the CEO’s all inbound and outbound confirmation and discovery calls calls, and a keep track a completely filled, fast-moving calendar—while ensuring prospects, members, and partners experience clarity, confidence, and care at every touchpoint.

Your mission: keep schedules full, systems tight, webinars flawless, and the CEO focused on impact—not logistics.

What You’ll OwnExecutive Support, Inbox & Calendar Management

• Fully manage CEO email inboxes, prioritizing, responding, flagging, and organizing communication
• Handle all inbound phone calls, voicemails, and call-backs with professionalism and discretion as well as
• Protect and optimize the CEO’s calendar—keeping it booked, confirmed, and aligned with priorities
• Schedule, coordinate, and prepare for all meetings, appointments, and Zoom sessions
• Act as a trusted gatekeeper and proactive problem-solver

Member Experience, Phone & Sales Support

• Serve as the first point of contact via phone, email, text, and Zoom
• Confidently answer questions, handle objections, and guide prospects through next steps
• Support ethical, relationship-based enrollment conversations around investing in health
• Onboard all new members by completely checklists, financing and enrollment processes
• Proactively follow up so no lead, call, or message falls through the cracks
• Prepare prospects for appointments with warmth, clarity, and enthusiasm
• Handle member oversight and management, satisfaction, making sure members are successful.

Webinars & Virtual Events (End-to-End Ownership)

• Run all webinars from start to finish, including:
• Registration and reminders
• Opening and managing Zoom rooms and webinar platforms
• Moderating chat and Q&A
• Post-webinar follow-up and next steps
• Support virtual workshops, marketing events, and presentations
• Ensure every event feels seamless, professional, and on-brand

Scheduling, Documentation & Payments

• Coordinate and confirm appointments while minimizing gaps and no-shows
• Ensure provider and CEO schedules are always accurate, full, and respected
• Prepare and manage intake forms, waivers, agreements, and program checklists
• Accurately process payments and update Clickup and CRM systems
• Manage practice member related documentation and continuity forms and checklists
• Ensuring payments are collected on time

Operations, Compliance & Continuous Improvement

• Maintain polished, on-brand communication across all platforms
• Uphold HIPAA compliance and safeguard sensitive information
• Track member satisfaction and escalate issues early
• Keep all operational, daily weekly, monthly and quarterly stats of the practice with accuracy
• Identify inefficiencies and recommend process improvements by collaborating with operations manager
• Collaborate closely with clinical, coaching, and leadership teams to ensure our member's success

What You BringExperience & Education

• Associate’s or Bachelor’s degree in Healthcare, Business Administration, or related field (preferred)
• 2 years in customer service, front desk, or executive administrative roles (wellness/healthcare a plus)
• 3 years in executive level roles requiring critical thinking, empathy, and objection-handling in client conversations

Core Competencies

• Exceptional written and verbal communication
• Strong organization and time-management in fast-paced environments
• Calm, strategic problem-solving under pressure
• Tech-savvy with tools such as:
• EHR systems
• Google Workspace
• Zoom
• Monday / ClickUp
• Slack
• Go High Level

Personal Attributes

• Grit, growth-minded, and confident in financial conversations
• Member-first mentality with a passion for wellness and transformation
• Proactive, collaborative, and highly accountable
• High integrity and discretion
• Positive, upbeat, and wellness-oriented—you walk the talk
• Deep compassion for helping people change their lives

Compensation & Logistics

• Salary: Starting at $50000-$65000 (commensurate with experience and skill set)
• Bonuses: Performance-based incentives available
• Schedule: Full-time (40 hours/week), Monday–Friday
• Location: 100% Remote

Benefits

• Employee discounts on labs supplements, access to Drs,coaches, high level training and programs
• Paid time off
• Professional development

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• Employee assistance program
• Employee discount
• Paid time off
• Professional development assistance

Work Location: Hybrid remote in Delray Beach, FL 33483

Salary : $50,000 - $65,000