Operations & Administrative Systems Virtual Assistant

We are a growing U.S.-based healthcare agency seeking a highly organized, proactive Virtual Assistant to support our Program Director and help bring structure, accountability, and organization to our internal operations.

This is not a general VA role. We are looking for someone who can build systems, maintain structure, and ensure follow-through across the administrative team.



Responsibilities

Program Director Support
• Manage and organize the Program Director’s inbox
• Draft and send professional business emails
• Answer incoming calls and return client calls professionally
• Document call summaries clearly and accurately
• Maintain a follow-up tracker for outstanding items
• Assist with scheduling and coordination



Administrative & Systems Support
• Organize and maintain Google Drive folders with clear structure
• Rename, categorize, and archive scanned documents properly
• Maintain consistent file naming conventions
• Create and maintain SOPs (Standard Operating Procedures)
• Build and manage workflow checklists
• Maintain documentation submission tracker
• Send reminders to staff regarding missing or overdue notes
• Follow up with in-office administrative staff on assigned duties
• Assist with creating and sending internal newsletters
• Help build and improve administrative systems



Reporting & Accountability
• Monitor deadlines and escalate overdue items
• Track recurring administrative issues
• Prepare simple weekly operations reports
• Ensure internal communication is clear, professional, and grammatically correct



Requirements
• Advanced Google Drive organization experience
• Strong written and spoken English
• Ability to write grammatically correct professional business emails
• Experience answering and handling calls for U.S.-based businesses
• Experience creating SOPs and internal systems
• Strong attention to detail
• Ability to work independently without constant supervision
• Process-driven mindset
• Comfortable enforcing deadlines respectfully but firmly
• High level of professionalism and confidentiality

Healthcare or compliance experience is a strong plus.
To Apply

Start your application with the word STRUCTURE and answer all questions below.

Incomplete applications will not be reviewed.

Written Questions
1. Have you built systems or SOPs before? Please explain and give a specific example.
2. What tools do you use for task tracking and project management?
3. How do you ensure deadlines are consistently met?
4. Describe a time you improved an internal process. What was the result?
5. How do you handle conflict with a client or tea ---------- mber?
6. Do you know how to create newsletters or email campaigns? If so, what platforms have you used?
7. How do you respond appropriately to professional client emails? Briefly describe your tone and structure.
8. How quickly can you learn new systems? Describe a time you had to learn a platform or workflow quickly.
9. Are you easily trained and able to adapt to evolving systems?
10. What systems, CRMs, billing software, or workflow platforms have you worked in before?
11. Give a specific example of when you stepped into a disorganized situation and created structure. What did you implement?
12. Once you understand leadership expectations, how do you proactively create systems without being micromanaged?
13. If you noticed a recurring inefficiency in billing, documentation, or communication, how would you approach fixing it?
14. How do you balance being proactive without overstepping authority?
15. If hired, what would your first 30 days look like in terms of adding value?

Voice Memo Requirement (1–3 Minutes Required)

Please include a 1–3 minute voice memo introducing yourself.

In your voice memo, please:
• Introduce yourself and your background.
• Explain why you are a strong fit for a structured, executive-level environment.
• Share a real example of when you were a self-starter.
• Describe a time you created or improved a system after understanding the structure of a role.
• Explain how you approach learning new workflows or platforms quickly.

Additional Requirements
• Must overlap at least 2–3 hours daily with U.S. Central Time.
• Strong written and verbal communication skills required.
• Must be comfortable working in a structured, deadline-driven environment.
• Experience supporting executives, billing teams, or compliance-based operations is a strong plus.
• Must be proactive, organized, and solution-oriented.