About The Position
Dr. Angelica is building something meaningful — a therapy practice that genuinely supports both clients and therapists — and she needs a sharp, organized, and proactive Virtual Assistant to help bring structure and systems to a growing operation. This isn't a "check the inbox and move on" kind of role. You'll be stepping into a dynamic position where no two weeks look exactly the same, and where your ideas, initiative, and organizational instincts will directly shape how the business runs. If you love building systems from scratch, thrive in a people-centered environment, and get excited about making things work better, this role was made for you.
Requirements
- Solid project management experience and know how to build systems that are organized, scalable, and easy for others to follow
- Effective and proactive communicator you don't wait to be told what to do, you speak up, ask questions, and offer suggestions
- Highly organized and can manage multiple moving pieces without dropping the ball
- Compassionate and understand that this work touches real people's lives — clients, families, and therapists alike
- Tech-savvy and comfortable learning new tools (Jane EMR, Google Calendar, AI tools, automation platforms, etc.)
- Willing to learn in both directions — you bring your expertise and you're open to growing alongside the team
- Experience with social media management, basic graphic design, and email marketing
Nice To Haves
- Experience in a healthcare, therapy, or wellness setting is a plus.
Responsibilities
- Build and document SOPs for key business processes — think sales workflows, onboarding processes, and client communication systems
- Create a scalable, repeatable onboarding system for therapists that includes resources, templates, expectations, and educational content from Dr. Angelica
- Set up and manage a referral program for therapists, including defining the process and incentive structure
- Schedule and coordinate monthly therapist meetings
- Help establish seamless communication systems between Dr. Angelica and her therapist team (WhatsApp, email, weekly calls — you'll help figure out what works best)
- Manage Dr. Angelica's calendar using Google Calendar (including troubleshooting sync issues)
- Communicate with clients via email to manage scheduling and propose availability
- Build a calendar booking system for Discovery Calls
- Post job ads on Indeed, social media, and other platforms to recruit therapists
- Manage a WhatsApp group for therapists and handle ongoing communications
- Review incoming job applications and research and recommend interview questions
- Create SOPs for client onboarding and build a project management system to track pending onboarding items
- Manage Jane EMR, including printing and organizing materials for Dr. Angelica's binder system
- Track therapist hours and confirm invoices
- Order equipment for clients as needed
- Co-create and manage regular email communication with clients and families, pulling content and direction from Dr. Angelica
- Build and manage a post-evaluation sales process and script for therapists
- Set up and manage AI note-taking tools for client calls
- Manage social media accounts — content creation, scheduling, and engagement
- Handle email management, including reviewing, replying, and reaching out to potential leads and referral networks
- Create graphics and visual assets as needed
- Build an infrastructure for creating courses and educational content using AI and automation tools
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
No Education Listed
