Personal Assistant / Medical Coordinator job (M/F) in San Juan, Puerto Rico

Medical Coordination

A significant part of the position will involve coordinating the client’s healthcare administration and acting as their representative when dealing with external providers.

Responsibilities will include:

• Communicating directly with doctors, hospitals, pharmacies, laboratories and insurance providers.
• Managing lengthy and sometimes complex telephone calls on the client’s behalf.
• Scheduling medical appointments and specialist consultations.
• Coordinating diagnostic testing, referrals and follow-up appointments.
• Tracking prescriptions and ensuring relevant actions are followed through.
• Maintaining accurate records of appointments, referrals and outstanding medical matters.
• Following up with healthcare providers when information or action is delayed.
• Keeping the client informed through concise, well-organised written updates.
• Researching healthcare-related information when requested.
• Ensuring important deadlines and follow-up requirements are not overlooked.

The successful candidate should be comfortable navigating complex administrative processes and communicating confidently with medical professionals.

Personal Assistant Responsibilities

Alongside medical coordination, the successful candidate will provide broader personal and administrative support.

Duties may include:

• Managing elements of the client’s personal calendar and schedule.
• Coordinating appointments, meetings and commitments.
• Conducting online research and gathering information.
• Handling confidential administrative projects.
• Organising documents, information and follow-up actions.
• Communicating with professional advisers and service providers.
• Supporting the client’s existing Chief of Staff.
• Liaising with legal advisers, accountants and other professional contacts when required.
• Managing multiple ongoing tasks and priorities simultaneously.
• Anticipating upcoming requirements and taking action before being prompted.

The role requires excellent judgement and the ability to distinguish between urgent matters and routine administrative tasks.

Written Communication & Client Support

The client communicates predominantly through written messages, particularly Telegram, rather than regular telephone or video communication.

As a result, exceptional written communication skills are essential.

The successful candidate will be expected to:

• Receive and interpret instructions communicated primarily in writing.
• Respond clearly and efficiently.
• Provide structured updates throughout the working day.
• Summarise developments and outstanding actions concisely.
• Communicate with third parties on the client’s behalf.
• Maintain accurate written records of important conversations and follow-ups.
• Work independently without requiring constant verbal direction.

The ideal candidate will be comfortable acting as the client’s trusted representative while maintaining a consistently professional tone.

Professional & Confidential Support

This position involves access to highly private personal, medical, financial and administrative information.

Absolute discretion and confidentiality are therefore essential.

The successful candidate must be able to:

• Handle sensitive information responsibly.
• Maintain strict professional boundaries.
• Exercise sound judgement when dealing with confidential matters.
• Represent the client professionally with external organisations.
• Protect the client’s privacy at all times.
• Build a relationship based on trust, reliability and long-term professionalism.