Executive Assistant

• Manage and maintain executive calendars and emails, prioritizing and protecting strategic time, both business and personal
• Coordinate internal and external meetings, ensuring seamless scheduling across time zones
• Help plan and facilitate internal meetings to ensure alignment and follow-through
• Help coordinate cross-departmental communication to keep teams connected and informed
• Prepare executives for meetings by organizing agendas, materials, and follow-ups
• Draft communications and assist in creating presentations or reports
• Manage logistics for executive meetings, retreats, and special events
• Manage and schedule LinkedIn social media posts through HubSpot
• Draft and refine LinkedIn captions, executive posts, and other social media copy
• Assist with basic photo and video editing using Canva, CapCut , or similar tools
• Use AI tools thoughtfully to support copywriting, content repurposing, and workflow efficiency
• Maintain high integrity and discretion when handling confidential and personal information
• Partner with the existing EA team to improve processes and efficiency
• Perform other duties as assigned to support the needs of the executive team

• Support healthcare professionals with administrative, clerical, and patient-related tasks
• Schedule and manage patient appointments, follow-ups, and reminders
• Handle inbound and outbound calls, emails, and messages from patients and healthcare providers
• Assist with medical billing, insurance verification, and claims processing
• Maintain and update electronic health records (EHR) and patient databases
• Transcribe medical dictations and prepare reports, summaries, and correspondence
• Conduct patient intake by gathering medical history, symptoms, and other necessary details
• Provide administrative support, such as managing documents, handling prescriptions, and coordinating lab results
• Ensure compliance with HIPAA and other relevant healthcare regulations
• Assist with telemedicine appointments and virtual patient support
• Perform other administrative duties as assigned by healthcare providers

Medical Virtual Assistant

• Handle high-volume inbound and outbound phone calls professionally and efficiently
• Conduct patient intake and collect required demographic, medical, and referral information
• Verify insurance eligibility and benefits
• Route calls, messages, and requests to the appropriate family members, clinicians, or departments
• Manage and prioritize urgent communication needs
• Coordinate with referral sources, patients, families, and healthcare providers
• Document all communications accurately within the EMR system
• Assist with hospice admission workflows and intake coordination
• Maintain confidentiality and HIPAA compliance at all times
• Provide weekend coverage when needed

Hospice & Palliative Care Medical Virtual Assistant

• Answer incoming patient phone calls professionally and efficiently
• Manage patient callbacks and follow-up communications
• Respond to patient inquiries and administrative requests
• Provide excellent customer service and patient support through phone and electronic communication
• Handle patient concerns with professionalism and empathy
• Schedule, reschedule, and confirm patient appointments
• Manage no-show appointments and rescheduling efforts
• Support patient check-in and check-out workflows
• Maintain accurate scheduling records within NexTech EHR
• Verify patient insurance eligibility and benefits
• Submit and follow up on prior authorizations
• Coordinate with insurance companies regarding claims and authorizations
• Assist with medical billing tasks and claims follow-up
• Post patient payments accurately into the practice management system
• Maintain organized billing and account records
• Update and maintain accurate patient records in NexTech EHR
• Support front desk and administrative operations as needed
• Assist with documentation and workflow management
• Ensure HIPAA compliance and patient confidentiality at all times
• NexTech EHR (Primary System)
• Timely answering and management of incoming patient calls
• Accurate appointment scheduling and follow-up communications
• Efficient handling of callbacks and patient inquiries
• Accurate insurance verification and prior authorization processing
• Proper payment posting and billing support
• Consistent patient satisfaction and customer service standards
• Reliable attendance and responsiveness during work hours

Healthcare Virtual Assistant – Front Desk, Scheduling, Insurance Support

• Act as the primary administrator for GoHighLevel, ensuring data integrity, workflow automation, and seamless lead management.
• Coordinate tasks across multiple business functions, ensuring nothing falls through the cracks and all deadlines are met.
• Manage professional correspondence via phone, email, and messaging platforms with a clear, articulate, and friendly demeanor.
• Support outreach efforts across LinkedIn Sales Navigator, Instantly, and Apollo to maintain a healthy pipeline.
• Manage basic website updates via GoDaddy and create high-quality presentations and documents using Gamma and Microsoft Office.
• Utilize ChatGPT, Claude, and AI voice agents to summarize research, spark content ideas, and optimize daily workflows.
• Proactively identify bottlenecks in current systems and suggest AI-driven solutions to improve team productivity.

Virtual Assistant

• **Key Responsibilities:**
• **GoHighLevel (GHL) Management**
• - Build, audit, and maintain GHL accounts, including pipelines, workflows, automations, triggers, and integrations
• - Develop end-to-end automation systems (lead intake, follow-ups, pipeline movement, tagging, appointment booking, voicemail drops)
• - Troubleshoot and resolve workflow issues, broken triggers, and logic errors independently
• - Manage CRM data integrity, including contact records, custom values, segmentation, and tagging across multiple client accounts
• - Support AI conversation bot (Amanda V5) deployments, including workflow triggers and custom value mapping
• - Ensure zero data bleed between client sub-accounts
• **Meta Ads Management (Facebook & Instagram)**
• - Build, launch, and manage Meta ad campaigns across 15+ accounts simultaneously
• - Set up complete campaign structures (awareness, lead generation, retargeting, lookalike audiences)
• - Monitor campaigns daily for performance issues, disapprovals, budget pacing, and audience fatigue
• - Optimize campaigns by identifying what to scale, pause, or refresh based on performance data
• - Manage pixels, lead forms, and conversion tracking setups
• - Conduct audits and continuously improve account performance
• - Interpret and report campaign data clearly for internal use
• **Creative Production (Design Support)**
• - Design high-quality static ad creatives (1:1 and 9:16 formats) for Facebook and Instagram
• - Produce multiple creative variations for A/B testing
• - Ensure all creatives align with brand guidelines, messaging, and compliance standards
• - Make quick adjustments to existing creatives for refreshes or fixes
• - Organize and maintain a clean, structured asset library
• - Apply strong design fundamentals (visual hierarchy, clear CTA, professional aesthetic)
• **Client & Team Support**
• - Provide accurate campaign data, insights, and updates to the Account Manager
• - Support client communication by ensuring all backend systems and reporting are up-to-date
• - Occasionally join client calls to provide technical insights on ads and GHL systems
• - Proactively flag issues, risks, or performance drops before they impact clients
• - Maintain professional and clear communication at all times
• **Additional Responsibilities**
• - Support onboarding of new client accounts using existing SOPs
• - Create and document SOPs for workflows, campaigns, and troubleshooting
• - Collaborate with internal team members to improve systems and processes
• - Assist with administrative tasks and special projects as needed

Virtual Assistant – GoHighLevel, Meta Ads & Creative Production

• Complete patient intake coordination from start to finish
• Collect and document patient information accurately
• Update and maintain patient records within Practice Better
• Ensure all intake documentation is complete and organized
• Answer incoming phone calls and manage patient inquiries professionally
• Conduct non-clinical consultations and patient outreach calls
• Follow up with referred patients and manage referral workflows
• Coordinate communication between patients and providers
• Provide compassionate and trauma-informed support during sensitive conversations
• Verify insurance eligibility, benefits, and coverage details
• Communicate insurance information clearly to patients
• Ensure accuracy in insurance verification and documentation
• Schedule appointments and manage provider calendars
• Set up meetings via Zoom and Google Meet
• Monitor and respond to emails promptly
• Track outstanding tasks, referrals, and follow-ups
• Handle receptionist and front desk administrative duties
• Assist with executive assistant and general administrative support
• Support day-to-day clinic operations and workflow management
• Maintain HIPAA-compliant handling of all patient information
• Document patient interactions accurately and thoroughly
• Maintain confidentiality and professionalism at all times

Medical Virtual Assistant – Reproductive Mental Health

• Manage prior authorizations for vascular surgery procedures
• Submit and track radiology authorizations (CT, MRI, MRA, CTA, Ultrasound)
• Monitor authorization requests and update CPT codes when procedures change
• Prepare and submit authorization letters and supporting documentation
• Communicate with insurance companies regarding approvals, denials, modifications, and status updates
• Manage TriWest and Veteran authorization requests
• Review patient charts and gather supporting clinical documentation for insurance submissions
• Collaborate with providers and nurses to obtain missing clinical information
• Verify insurance eligibility and patient benefits
• Handle HMO referrals and referral follow-ups
• Review patient notes and identify appropriate CPT codes
• Generate patient cost estimates based on CPT codes and insurance coverage
• Verify copays, deductibles, and out-of-pocket expenses
• Assist with patient billing inquiries and insurance-related questions
• Process and follow up on medical record requests
• Ensure imaging reports, laboratory results, and medical records are received before appointments
• Review clinical notes and extract relevant information for authorizations
• Maintain accurate documentation within the EHR/EMR system
• Monitor internal communications and respond to authorization-related requests in real time
• Follow up on billing claims and insurance issues
• Manage documentation related to referrals, insurance, billing, and patient records
• Provide administrative support for healthcare operations and scheduling workflows
• CGM EMD (CompuGroup Medical EMD)
• Microsoft Teams
• SIP Trunk VoIP System
• Sangoma Digium App

Healthcare Prior Authorization, Insurance Verification Virtual Assistant

• Respond to client enquiries via phone calls, email, SMS, and messaging platforms promptly and professionally.
• Act as the first point of contact when the business owner is unavailable.
• Send follow-up messages and review requests using provided templates.
• Handle routine guest messages for co-hosted short-term rental properties (training provided).
• Pre-screen new client enquiries and basic job applications.
• Assist with cleaner scheduling and job allocation using Tradify.
• Coordinate job changes and communicate updates to the team via WhatsApp.
• Follow up with cleaners regarding missing information or schedule changes.
• Assist with coordination of linen and laundry pickups when required.
• Maintain and update the client database on Google Sheets with accurate records and service history.
• Organise Google Drive, spreadsheets, and documents.
• Prepare simple summaries and reports (bookings, feedback, enquiries).
• Manage the business owner's personal and business calendar using Motion.
• Post job advertisements for cleaners and assist with basic applicant tracking.
• Book and manage appointments when requested.
• Research potential commercial cleaning clients.
• Identify potential DVA (Department of Veterans' Affairs) client opportunities.
• Build and maintain a prospect list.
• Monitor community groups and platforms for new opportunities.
• Assist with outreach messages or introductions.
• Help collect photos and videos from cleaners for social media.
• Create and schedule social media posts and reels.
• Help prepare simple flyers or promotional materials.
• Review timesheets and support payroll.
• Prepare invoices and payment follow-ups.
• Create social media content and identify automation opportunities.

Virtual Assistant – Admin, Operations Support

• Process new client inquiries and referrals through the intake process.
• Contact prospective clients within 24–48 hours of receiving inquiries.
• Complete intake processing within 7–10 days.
• Coordinate with referral sources and maintain ongoing communication.
• Manage referrals from sources such as Psychology Today and healthcare providers.
• Submit and manage Medicaid prior authorizations.
• Follow up on denied claims and resolve billing issues.
• Track authorization status and ensure timely approvals.
• Communicate with insurance companies regarding claim status and requirements.
• Verify client insurance information and benefits.
• Ensure claims are set up correctly and submitted accurately.
• Review billing information for completeness and accuracy.
• Work with commercial insurance platforms, including Blue Cross Blue Shield and other payers.
• Serve as a virtual receptionist by answering and managing inbound calls.
• Make outbound calls to prospective clients and referral sources.
• Schedule appointments and send appointment reminders.
• Assist with payment collection and account follow-up when necessary.
• Provide exceptional customer service to clients and stakeholders.
• Perform data entry and maintain accurate records.
• Manage workflows and task tracking using Trello.
• Update client information within SimplePractice EHR.
• Assist with general administrative and operational support tasks.
• Work independently while meeting established performance goals.

Medical Virtual Assistant – Claims Management, Prior Authorization, Referrals

• Provide day-to-day administrative assistance to the client
• Manage calendar, appointments, and scheduling
• Coordinate meetings and send reminders
• Support inbox management and email organization
• Assist with client communication and basic customer service inquiries
• Input, update, and maintain client information in CRM (Salesforce preferred)
• Clean and remove duplicate records to ensure data accuracy
• Organize contact data
• Pull and compile business reports
• Create basic graphs and market analysis summaries
• Plan, create, and manage content for Instagram and Facebook
• Execute daily posting, captions, and engagement
• Monitor comments, messages, and interactions

• Manage and organize the executive's inbox with a high degree of discretion and professionalism.
• Draft polished, professional email responses with advanced grammar and an executive-level tone.
• Provide clear, concise, and structured reporting.
• Confidently and professionally ask clarifying questions when direction or instructions are incomplete.
• Conduct structured research and prepare comparison briefs for executive review.
• Learn and thoroughly understand AxisCare to maintain data integrity and extract reports.
• Monitor call logs, organize communications, and track follow-ups using RingCentral.
• Manage and schedule internal meetings using Microsoft Teams, including taking and organizing meeting minutes.
• Maintain executive dashboards in Excel and manage milestone tracking and relationship reminders.
• Structure and manage the executive's calendar by priority.

Healthcare Executive – Virtual Assistant

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Healthcare Virtual Assistant – Allied Medical Background

• Prepare and Arrange Internal Filing System (Creating Folders/Client Docs).
• Filing of Documents (Paperless) into the Database.
• Updating and Maintaining client details.
• Prepare client letter templates.
• Assist in the preparation of Insurance Quotations using online systems.
• Preparation of insurance schedules and policy renewals.
• Claims Management in CRM.
• Management of email inquiries and inboxes.
• Assistance in the preparation of marketing materials.
• Minor call management.

• Manage calendars, schedule appointments, and coordinate meetings for senior attorneys.
• Prepare, proofread, and organize legal documents, correspondence, and reports.
• Assist in travel arrangements and itinerary planning.
• Serve as a liaison between attorneys, clients, and external parties to facilitate smooth communication.
• Coordinate and support special projects and law firm events.
• Maintain confidential client and firm information with utmost discretion.
• Support billing and invoicing processes as required.
• Assist with case management and filing.

Executive Assistant, Law Firm

• Own and manage task workflows in ClickUp and Asana
• Keep content calendars tight, organized, and on schedule
• Coordinate with writers, editors, and designers to keep production moving
• Support content publishing by aligning with account teams and ensuring accuracy on the front end
• Handle admin tasks: data entry, scheduling, and file organization
• Communicate with internal teams and clients to track feedback, approvals, and updates
• Ensure smooth handoffs and zero missed details across the content lifecycle

Executive Assistant – Amazon Focus

• Manage executive calendars, inboxes, and priorities to ensure maximum productivity (aim for inbox zero)
• Draft, proof, and send professional internal and external communications on behalf of leadership
• Prepare meeting briefs, agendas, and follow-ups ensuring executives are always context-ready
• Coordinate meetings with internal and external stakeholders across multiple time zones
• Manage task lists and close 90%+ of delegated items within 48 hours
• Track deadlines, commitments, and action items to ensure timely execution
• Maintain proactive oversight of ongoing projects to ensure on-time delivery
• Maintain dashboards and documentation in Notion, Asana, and other internal tools
• Create, update, and refine SOPs to improve consistency and operational efficiency
• Build structure around recurring workflows through automation and process mapping
• Monitor task completion and reduce recurring errors or missed deadlines
• Streamline recurring workflows and support cross-functional operational processes
• Facilitate team communication, shared workspaces, and progress tracking systems
• Support operations including vendor coordination and task management
• Own complex calendar management including internal meetings, external calls, and priority-based scheduling
• Coordinate and book travel arrangements (flights, hotels, transportation) with detailed itineraries
• Handle inbox triage: flag urgent messages, draft replies, file emails, and ensure nothing slips through
• Support legal and administrative documentation (routing forms, signatures, deadline tracking)
• Coordinate personal appointments, reservations, and occasional household/vendor support as needed
• Protect executive time by managing schedule conflicts and ensuring adequate focus time
• Conduct industry, competitor, and market research to support executive decision-making
• Compile concise briefs, summaries, and actionable insights from research
• Manage internal communications such as weekly team updates and stakeholder notes
• Research new tools and AI automations to improve operational speed and accuracy
• Support reporting on performance metrics, market trends, and strategic opportunities
• Identify potential issues early and propose proactive solutions
• Assist with special projects including light due diligence and business development initiatives

• Manage calendars, meetings, and travel
• Organize inboxes and draft communications
• Handle personal tasks and errands
• Stay highly responsive during work hours
• Build trust through proactive, reliable support
• Create meaningful “moments of joy” for your client

• Monitor and manage the inbox, ensuring timely and professional responses
• Schedule and coordinate appointments across multiple providers and platforms
• Follow up with patients through the intake process and keep communication warm and consistent
• Support telehealth-related workflows from booking through post-visit coordination
• Assist with lead follow-up and patient engagement campaigns
• Provide general virtual front desk and administrative support
• Help maintain and improve operational workflows as the business scales

Virtual Assistant – Telehealth, Medical Spa Operations

• Support daily operations and patient coordination.
• Answer inbound calls promptly (within 3–4 rings).
• Handle multiple simultaneous calls professionally.
• Provide excellent customer service with a friendly and courteous demeanor.
• Send appointment reminders.
• Follow up with missed appointments/no-shows.
• Respond to patient inquiries through phone, email, messaging apps, and CRM platforms.
• Manage provider calendars and appointment scheduling.
• Handle appointment rescheduling efficiently.
• Conduct new client intakes.
• Verify and organize patient information.
• Coordinate scheduling based on provider availability.
• Generate reports in AdvancedMD.
• Create summary reports for billing using Excel/MS Office.
• Assist with maintaining efficient scheduling workflows.
• Support billing turnaround timelines (24–36 hours from client visits).
• Help reduce administrative workload for the front desk team.
• Maintain low missed-call rates.
• Efficiently manage daily intakes and reschedules.
• Demonstrate proactive work habits during downtime.
• Maintain professionalism and responsiveness at all times.

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Virtual Assistant – Admin, Operations Support

Medical Virtual Assistant – Claims Management, Prior Authorization, Referrals

Virtual Assistant

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Healthcare Virtual Assistant – Allied Medical Background

Virtual Assistant

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Executive Assistant – Amazon Focus

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Executive Assistant

Virtual Assistant – Telehealth, Medical Spa Operations

Mental Health / Behavioral Health Virtual Assistant – Receptionist