Personal Care Assistant (medical)

Health Administration Coordinator

Location: Las Vegas, NV — hybrid role at private residence & work from home

Reports to: Senior Director of Operations & CEO

Compensation: $45,000–$55,000/year

Employment type: W-2, Full-time. Benefits eligibility

About the role

The Black Swan Group is hiring a Health Administration Coordinator to manage the administrative side of a CEO's ongoing health and wellness program. This is a non-clinical, administrative position. It is hybrid: scheduling, provider follow-up, records, and ordering can be done remotely, while inventory audits, pill counts, labeling, reconstituting of meds and materials staging happen on fixed days at a private residence n a Las Vegas private home.

The work is detail-driven and calendar-driven: scheduling appointments, tracking prescription cycles and refills, reconciling inventory, maintaining accurate records, and serving as the single point of coordination between the CEO, his providers, and his vendors. There are established written procedures, and your job is to run them precisely and improve them over time.

You will be working in the CEO's home, with visibility into private health information. Discretion is not a soft skill in this role it is the job.

What you'll own

• Appointment coordination
• Schedule, confirm, reschedule, and track all medical appointments across multiple specialties and practices
• Coordinate appointment timing around a demanding and frequently changing travel schedule
• Schedule recurring and follow-up visits, including standing weekly and periodic care
• Schedule lab work against provider-issued orders and deadlines, and confirm results are routed to the right practice
• Maintain the health calendar so the operations team always has current visibility
• Print and stage day-of and week-ahead schedules where the CEO will see them
• Prescription and supply management
• Track refill, renewal, and reorder dates so nothing lapses; place reorders in advance of cycle end
• Receive shipments, audit contents against the order, and flag discrepancies to the provider's office same-day
• Label containers and vials with day, dose, and instructions exactly as written by the prescribing provider no interpretation, no substitution
• Maintain proper storage conditions and organization
• Conduct routine pill and inventory counts; reconcile counts against the expected schedule and escalate any variance immediately based on CEO's travels
• Build and distribute the written cycle schedule for each new protocol period
• Provider, vendor, and insurance coordination
• Serve as primary administrative point of contact with provider offices, clinics, labs, and health vendors
• Track who owns what at each practice and route requests to the correct contact
• Follow up relentlessly on outstanding orders, results, callbacks, and paperwork close the loop without being asked
• Coordinate insurance questions, prior authorizations, and claims follow-up
• Process medical receipts and invoices and submit them for reconciliation per company procedure
• Records and documentation
• Maintain the master health and prescription records with total accuracy
• Log every appointment, order, delivery, and change with dates
• Keep, follow, and improve written SOPs so the role is transferable and does not live in one person's head
• Provide a brief weekly status summary to the Senior Director of Operations

What this role is not

This is an administrative position. To be explicit, the Health Administration Coordinator does not:

Administer, inject, dispense, or hand-deliver any medication or supplement

Provide any nursing, caregiving, personal care, or medical assistance

Make clinical judgments or offer medical opinions of any kind

Make health decisions on the CEO's behalf

All medical direction comes from licensed providers. All medical decisions belong to the CEO. If a question is clinical, you escalate it to the provider you do not answer it. Candidates seeking a caregiving or clinical role should not apply.

Who we're looking for

Required

2+ years in medical office administration, patient coordination, medical scheduling, or a comparable healthcare-adjacent administrative role

Working knowledge of HIPAA and a demonstrated track record of handling confidential health information appropriately

Exceptional attention to detail — this role is measured on accuracy, not volume

Proven follow-through: you close loops, chase answers, and do not let items age silently

Comfort with Google Workspace (Sheets, Docs, Calendar, Drive) and Slack

Professional written and verbal communication with clinical staff

Reliable transportation and Las Vegas–area residency

Willing to sign an NDA and pass a background check

Strongly preferred

Prior experience supporting a single executive, CEO, or family in a private residence

Experience with pharmacy coordination, prior authorizations, or specialty medication logistics

Experience building or maintaining written SOPs and using AI

How you'll be successful here

You are unbothered by repetition. The same checks run every week and you run them the same way every week.

You escalate early. A flag raised on Tuesday is a problem; a flag raised on Friday is a crisis.

You work in someone's home on your on-site days, you keep professional boundaries, and what you see there stays there.

You are self-directed on remote days. No one is watching the clock; the record either reconciles or it doesn't.

You write things down. If you were hit by a bus, someone could pick up your binder and run the week.

Confidentiality

This role has access to protected health information and personal details about a public figure. Confidentiality is a condition of employment, governed by a signed NDA, and enforced. Any disclosure — including to family, friends, or on social media — is grounds for immediate termination.

The Black Swan Group is an equal opportunity employer.

Pay: $45,000.00 - $55,000.00 per year

Benefits

• Dental insurance
• Health insurance
• Paid time off
• * Vision insurance

Work Location: Hybrid remote in Las Vegas, NV 89149