What to ExpectHours: Starting at approximately 10 hours/week, with the potential to grow.
Rate:$7-$9 USD per hour
This is a remote role with flexible scheduling
You'll work closely with Dr. Angelica and have real ownership over the systems and processes you build
Expect a collaborative, growth-oriented environment where your contributions are seen and valued
About the Role
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.
What You'll Be Doing
Operations & SystemsBuild 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)
Scheduling & Calendar ManagementManage 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
Hiring & Team SupportPost 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
Client ManagementCreate 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
Marketing & ContentManage 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
What We're Looking ForYou have solid project management experience and know how to build systems that are organized, scalable, and easy for others to follow
You are an effective and proactive communicator you don't wait to be told what to do, you speak up, ask questions, and offer suggestions
You are highly organized and can manage multiple moving pieces without dropping the ball
You are compassionate and understand that this work touches real people's lives — clients, families, and therapists alike
You are tech-savvy and comfortable learning new tools (Jane EMR, Google Calendar, AI tools, automation platforms, etc.)
You are willing to learn in both directions — you bring your expertise and you're open to growing alongside the team
You have experience with social media management, basic graphic design, and email marketing
Experience in a healthcare, therapy, or wellness setting is a plus.
We'd love to hear from you. If this sounds like the kind of role where you'd genuinely thrive, don't hesitate — apply and let's start the conversation.