Executive Operations and Business Support Virtual Assistant

This is a fully remote position, open to applicants in California.

📋 Description

• Oversee the owner’s calendar, arrange meetings, avoid scheduling conflicts, and prepare the owner for appointments.

• Manage and organize business emails, draft standard responses, and monitor outstanding communications.

• Keep track of tasks, commitments, deadlines, and promised follow-ups.

• Provide proactive reminders and succinct updates.

• Maintain administrative records, files, meeting notes, and task trackers.

• Collaborate with the Operations Manager on recurring internal responsibilities.

• Ensure CRM records are accurate and up-to-date.

• Monitor outreach activities, contacts, referral sources, next steps, and follow-up requirements.

• Conduct research on referral sources, community partners, senior-service organizations, healthcare contacts, and potential business relationships.

• Organize information pertaining to prospects, referrals, and community partners.

• Assist in caregiver recruitment administration, candidate tracking, and follow-up.

• Maintain business records, spreadsheets, databases, and operational trackers.

• Identify incomplete records, overdue follow-ups, and administrative gaps.

• Make occasional outbound calls, emails, and follow-up communications.

• Professionally represent the company and owner with external contacts.

• Conduct information-gathering conversations and ask relevant follow-up questions.

• Document conversations, outcomes, next steps, and follow-up dates.

• Escalate qualified opportunities, sensitive issues, clinical inquiries, complaints, and management matters.

• Prepare a concise weekly support summary for the owner and Operations Manager.

• Utilize approved AI and productivity tools for research, drafting, summarization, task organization, meeting preparation, and routine administrative tasks.

• Review AI-generated content for accuracy and suitability.

• Handle client, caregiver, employee, referral-partner, and business information with discretion.

• Adhere to privacy, cybersecurity, and data-handling protocols.

• Complete HIPAA training/certification prior to managing applicable protected or sensitive information.

• Refrain from providing medical advice or making clinical decisions; escalate privacy, compliance, or sensitive concerns as necessary.

• Fulfill assigned services in accordance with the independent contractor agreement, timelines, guidelines, and deliverables.

• Contribute to enhancing business efficiency, service delivery, and operational functions.

⛳️ Requirements

• Prior experience as an executive assistant, operations support, administrative coordinator, or in a similar role is necessary.

• Mid-level to senior-level experience is strongly preferred.

• Experience in CRM management is preferred.

• Strong background in calendar management, email organization, task management, and follow-up is essential.

• Experience in customer service or professional business communication is strongly preferred.

• Proficiency in spoken and written English is required.

• Experience in home care, healthcare, senior services, professional services, or a related industry is a plus but not mandatory.

• Background in recruiting, referral development, lead management, or business development support is advantageous.

• Familiarity with using AI tools for administrative productivity is preferred.

• HIPAA training/certification may be required.

• Must be extremely organized, reliable, and detail-oriented.

• Should be proactive and forward-thinking, with the capability to anticipate next steps.

• Must exhibit professionalism, confidence, and a conversational demeanor over the phone.

• Able to ask insightful questions and comprehend the objectives behind assignments.

• Capability to prioritize competing responsibilities and identify urgent matters is necessary.

• Strong written communication and documentation abilities are required.

• Must work effectively with both the owner and Operations Manager.

• Must be discreet and trustworthy with sensitive information.

• Comfortable with learning new software, systems, processes, and AI-enabled productivity tools.

• Proficient in CRM platforms.

• Proficient with calendar and email platforms.

• Proficient in Microsoft Office and/or Google Workspace.

• Familiarity with business phone/VoIP systems is beneficial.

• Familiarity with task management and productivity tools is advantageous.

• Familiarity with AI productivity tools is a plus.

• Proficiency in spoken and written English is required.

• Must have flexible availability during Pacific Time business hours.

• Availability Monday through Friday is necessary.

• Independent contractor capable of operating under a Master Services Agreement and Statement of Work.

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• Availability of various open positions.

• Free training and skill enhancement opportunities.

• Ongoing support and guidance provided.

• A vibrant community always ready to assist.

• Flexible working hours aligned with Pacific Time.

• Client-specific training on home care and business systems offered.