Executive Operations and Business Support Virtual Assistant

Stellenbeschreibung:

Manage the owner's calendar, coordinate meetings, prevent scheduling conflicts, and prepare the owner for appointments
Monitor and organize business email, draft routine responses, and track pending communications
Track tasks, commitments, deadlines, and promised follow-ups
Provide proactive reminders and concise updates
Maintain administrative records, files, meeting notes, and task trackers
Collaborate with the Operations Manager on recurring internal tasks
Maintain accurate and current CRM records
Track outreach activity, contacts, referral sources, next steps, and follow-up requirements
Research referral sources, community partners, senior-service organizations, healthcare contacts, and potential business relationships
Organize prospect, referral, and community-partner information
Support caregiver recruiting administration, candidate tracking, and follow-up
Maintain business records, spreadsheets, databases, and operational trackers
Identify incomplete records, overdue follow-ups, and administrative gaps
Conduct occasional outbound calls, emails, and follow-up communications
Represent the company and owner professionally with external contacts
Conduct information-gathering conversations and ask follow-up questions
Document conversations, outcomes, next steps, and follow-up dates
Escalate qualified opportunities, sensitive matters, clinical questions, complaints, and management issues
Prepare a concise weekly executive support summary for the owner and Operations Manager
Use approved AI and productivity tools for research, drafting, summarization, task organization, meeting preparation, and routine administrative work
Review AI-generated work for accuracy and appropriateness
Handle client, caregiver, employee, referral-partner, and business information discreetly
Follow privacy, cybersecurity, and data-handling procedures
Complete HIPAA training/certification before handling applicable protected or sensitive information
Avoid medical advice and clinical decisions; escalte privacy, compliance, or sensitive concerns
Complete assigned services according to the independent contractor agreement, timelines, guidelines, and deliverables
Help improve business efficiency, service delivery, and operational functions

Requirements

Previous executive assistant, operations support, administrative coordination, or similar experience required
Mid-level to senior-level experience strongly preferred
CRM management experience preferred
Strong calendar, email, task-management, and follow-up experience
Customer service or professional business communication experience strongly preferred
Strong spoken and written English required
Home care, healthcare, senior services, professional services, or a similar industry is a plus but not required
Recruiting, referral-development, lead-management, or business-development support experience is a plus
Experience using AI tools for administrative productivity is preferred
HIPAA training/certification may be required
Extremely organized, dependable, and detail-oriented
Proactive and forward-thinking, with the ability to anticipate next steps
Professional, confident, and conversational on the phone
Able to ask thoughtful questions and understand the purpose behind an assignment
Able to prioritize competing responsibilities and identify what requires immediate attention
Strong written communication and documentation skills
Able to work effectively with both the owner and Operations Manager
Discreet and trustworthy with sensitive information
Comfortable learning new software, systems, processes, and AI-enabled productivity tools
Proficiency with CRM platforms
Proficiency with calendar and email platforms
Proficiency with Microsoft Office and/or Google Workspace
Familiarity with business phone / VoIP systems
Familiarity with task-management and productivity tools
Familiarity with AI productivity tools
Strong spoken and written English required
Flexible availability during Pacific Time business hours
Availability Monday through Friday
Independent contractor able to operate under a Master Services Agreement and Statement of Work

Core Competencies

Demonstrates strong organizational and administrative capabilities, including calendar management, CRM proficiency, and effective communication. Skilled in utilizing AI tools for productivity and maintaining confidentiality in handling sensitive information.