Systems & Operations VA for Neurodiversity-Affirming Pediatric Practice

Orchid Pediatrics is looking for a highly organized Systems & Operations VA / Operations Implementation Assistant to support our Practice Manager with internal systems, SOPs, shared inbox workflows, Notion dashboards, trackers, templates, Google Drive organization, and weekly operations reports.

This is a long-term remote role for someone who is excellent at turning messy information into clear systems.

You will help document workflows, organize requests, prepare summaries, create templates, and keep open loops visible so our small but growing pediatric practice can run more smoothly.

Orchid Pediatrics is a pediatric developmental and behavioral health practice focused on thoughtful, family-centered, neurodiversity-affirming care. We support children, teens, and families with complex developmental, behavioral, and neurodivergent needs.

This role is based on the Operations Implementation Assistant position we outlined for Orchid Pediatrics, including support with inbox systems, professional request tracking, SOPs, Notion dashboards, Google Drive organization, vendor tracking, and weekly reporting.

Important: This Role Is Not

This is not a clinical role.
This is not a social media role.
This is not a sales role.
This is not a generic VA role.
This is not a role where you will make medical decisions or give medical advice.

At the beginning, this role will focus on non-clinical operations and administrative systems only.

What You’ll Help With
Shared Inbox / Front Support

You may help:

Create and organize email tags and workflow categories
Draft routine email responses from approved templates
Help create, organize, and update shared inbox templates
Identify repeated email types that need reusable templates
Prepare weekly summaries of unresolved emails, stuck items, and decisions needed

Professional Request Tracking

You may help track:

Speaking requests
Podcast invitations
Media requests
Networking emails
Referral partner meetings
Academic or community opportunities
Collaboration requests

You may also help:

Send screening questions using approved templates
Gather details like topic, date, audience, payment, recording rights, promotional expectations, and deadlines
Prepare short summaries so leadership can make decisions quickly
Draft warm decline, follow-up, or acceptance emails from approved templates

Notion Operations Dashboard

You may help:

Build and maintain our internal operations dashboard
Update weekly priorities, task trackers, project boards, open loops, and role descriptions
Keep a clean “Decisions Needed” list
Make information easy to find and keep updated

SOPs and Workflow Documentation

You may help:

Watch Loom videos or read notes and turn them into clear written SOPs
Create checklists, process maps, and step-by-step workflows
Update existing SOPs and onboarding guides
Organize SOPs into the correct folders
Flag unclear steps instead of guessing

Google Drive and Template Organization

You may help:

Organize internal non-clinical folders and resources
Maintain speaker materials, admin documents, and practice templates
Apply consistent file naming and folder organization
Create reusable templates for requests, follow-ups, internal summaries, and weekly reports

Vendor and Tech Stack Tracking

You may help:

Maintain a tracker of the tools and systems we use
Track each tool’s purpose, owner, renewal date, status, and access needs
Help us see what tools are active, paused, duplicated, or need cleanup

Weekly Operations Reporting

Each week, you may help prepare a written summary including:

Completed tasks
SOPs created or updated
Templates created
Open requests
Items waiting for decisions
Stuck items
Upcoming deadlines
Workflow improvement ideas

Required Skills

Please apply only if you have:

Excellent written English
Strong attention to detail
Strong organization and follow-through
Experience creating SOPs, checklists, workflows, trackers, or dashboards
Comfort working remotely and independently after training
Ability to follow instructions carefully
Ability to ask clear questions when something is unclear
Good judgment around privacy and confidentiality
Comfort using documentation or project management tools
Experience supporting a small business, medical practice, coaching business, education business, or professional services team

Preferred Experience

Experience with any of the following is helpful:

Notion
Google Workspace
Front, Help Scout, Zendesk, Gmail delegation, or another shared inbox tool
Loom
Canva
Remote executive assistant work
Operations assistant work
Healthcare, wellness, therapy, coaching, education, or neurodiversity-related businesses
Creating SOPs from videos, meetings, or verbal instructions

Personal Qualities We’re Looking For

You may be a great fit if you are:

Calm
Reliable
Organized
Kind
Curious
Discreet
Tech-comfortable
Detail-oriented
Proactive without being pushy
Comfortable with neurodiversity-affirming values
Good at turning messy ideas into clear systems
Willing to learn how our practice works

You do not need to know everything already. But you do need to be careful, honest, organized, and willing to document your work clearly.

Privacy and Confidentiality Expectations

Because this is a pediatric practice, privacy matters deeply.

You must be willing to:

Use only approved Orchid accounts and systems
Use multi-factor authentication
Use an approved password manager
Never share passwords by email, chat, or text
Never use personal email or personal drives for Orchid work
Follow privacy and confidentiality policies
Avoid accessing patient information unless specifically authorized
Immediately report any privacy or security concern

Schedule

Remote role
30–40 hours/week preferred
Some overlap with Atlantic Time is preferred
Ideally available for at least 2–3 hours during our working day
Weekly check-in with the Practice Manager
Clear written daily or weekly updates required

We are open to starting with a 90-day paid trial period.

Compensation

Compensation depends on experience, skill level, availability, and quality of work.

Expected range:

30 hours/week: $750–$1,050 USD/month
40 hours/week: $1,000–$1,400 USD/month

Please include your desired monthly rate in your application for both 30 hours/week and 40 hours/week.

How to Apply

Please reply with the subject line:

ORCHID SYSTEMS BUILDER

Applications without this subject line may not be reviewed.

In your message, please answer the following questions:

Why are you interested in this role?
Tell us about a time you turned a messy process into a clear system.
What tools have you used? Please mention any experience with Notion, Google Workspace, Front, Help Scout, Zendesk, Loom, or Canva.
What kinds of SOPs, dashboards, trackers, or templates have you created?
What is your availability in Philippine time and Atlantic time?
What is your desired monthly rate for 30 hours/week and for 40 hours/week?
Please describe your internet setup and backup plan.
Please describe your current work situation. Are you working with other clients right now?
What helps you stay organized when there are many open loops?
Attach or describe one example of a system, SOP, tracker, or workflow you created. Please remove any private or confidential information.
Mini Task

Please organize the following messy request into a simple tracker format with columns:

“Dr. Joy received an email from someone asking her to speak at a parent group. The event might be in September. They asked about PDA, autism, and school avoidance. They didn’t say if it is paid. They want to record it. They asked if she can send a bio and headshot. Dr. Joy needs to d ---------- if she wants to do it, but first we need more details.”

Please show:

What columns you would use
What the first row would look like
What details are missing before Dr. Joy can make a decision