SUMMARY:

White Ash Group is supporting is seeking a Real-Time Executive Coordinator. This is a mission-critical role responsible for supporting real-time patient onboarding and protocol execution by documenting next steps during live conversations, then ensuring actions are immediately captured and organized in internal systems. The ideal candidate has exceptional real-time coordination ability, high typing speed, extreme attention to detail, and strong technical proficiency using Notion and Airtable to manage patient workflows and data.

RESPONSIBILITIES:

• Support live patient sessions by documenting key next steps in real time, using clear bullet-point structure
• Capture critical micro-level details accurately while conversations are happening
• Translate complex medical discussions into clear, structured bullet-point action items, and follow-up workflows
• Maintain and update patient workflows and live data inside Notion and Airtable
• Execute documentation immediately upon call completion
• Coordinate patient onboarding steps, appointments, protocols, and routine follow-ups
• Maintain high accuracy standards due to the patient-care nature of the work
• Partner closely with internal operations support to ensure documentation and execution stays aligned
• Support process improvement through clean documentation and structured system updates

EDUCATION & EXPERIENCE:

• 3+ years of experience in roles requiring real-time documentation and coordination (examples: Executive Coordinator, Medical Scribe, Clinical Coordinator, Patient Care Navigator, Healthcare Workflow Coordinator)
• Exposure to medical, clinical, neurological, regenerative, or functional medicine environments
• Education (PhD / clinical training) is a strong asset
• Must be comfortable processing complex medical vocabulary in real time
• Hands-on experience with Notion and Airtable is required (at least one, strong preference for both)
• Demonstrated ability to document while actively participating in live conversations
• Fast typing speed required (candidates will be tested; ability to type near real-time speech speed strongly preferred)
• Experience in wellness, medical, clinical, regenerative health, or related environments preferred
• Exceptional attention to detail (micro-level precision required)
• Bullet-point documentation mindset (not narrative note-taking)
• Ability to think and execute simultaneously
• Illinois-based or willing to train onsite

CONDITIONS AND BENEFITS:

• Full-time position
• Mission-driven work where you will support a team dedicated to improving patient outcomes
• Initial in-person onboarding/training required in Illinois
• Opportunity to grow with a fast-moving organization operating at the intersection of wellness and operational excellence

White Ash Group and the companies it represents are Equal Employment Opportunity employers that values the strength of diversity within the workplace. All qualified applicants, regardless of race, colour, religion, gender, sexual orientation, marital status, gender identity or expression, nationality, age, disability or veteran status, or any other characteristic protected by applicable law, are strongly encouraged to apply.