Schedule: U.S. Eastern Time (must overlap at least 7 AM – 3 PM EST) — New York
Total weekly hours: 40 hours

 

The Executive Assistant (VEA) will act as the operational quarterback for the sales team. Your mission: remove friction from the sales process by managing logistics, billing, and admin so reps can focus on high-value selling. This is a critical support role for a fast-growing, high-performance medical device team.

 

Key Responsibilities

Inventory & Logistics

• Coordinate with courier services
• Schedule, route, and restock surgical trays
• Track shipments (especially urgent “fast sets”)
• Maintain a real-time inventory tracker
• Manage Asset Measure data and reporting

Case Billing & Hospital Portals

• Enter surgical usage in SAP (P28 sales software)
• Submit usage in hospital systems (GHX, Infor, PeopleSoft)
• Track and submit purchase orders
• Confirm billing status daily and close case logs

Calendar & Case Coordination

• Monitor shared calendar for surgical bookings
• Send PM Briefing and AM Snapshot reports
• Coordinate tray needs and last-minute updates
• Communicate with couriers and hospital SPD as needed

Admin & Sales Ops

• Track rep activity via shared CRM spreadsheet
• Manage credentialing workflows
• Assist with travel, hotel, and event arrangements
• Prepare weekly reports on case volumes, billing, tray gaps
• Monitor compliance submissions (CMS, expense logs)

 

Ideal Qualifications

• Experience with U.S. healthcare systems (preferred)
• Strong logistics coordination and task management skills
• Proficient with GSuite (Docs, Sheets, Calendar)
• Experience with SAP, GHX, Infor, or similar portals (a plus)
• Excellent written English and proactive communication style
• Highly organized with ability to manage real-time updates

 

Mindset & Traits

• Proactive: Flags issues early
• Solution-oriented: Brings options, not problems
• Reliable: Delivers high-stakes accuracy
• Detail-oriented: Precision in inventory, codes, billing
• Responsive: Available during core U.S. Eastern hours

 

Independent Contractor Perks

• Permanent work-from-home setup
• Immediate hiring
• Steady freelance job