Virtual Assistant to Mental Health Practice: CALIFORNIA ONLY

We are seeking a detail-oriented and proactive Virtual Office Assistant to provide administrative and operational support to our practice. The ideal candidate is highly organized, tech-savvy, and comfortable managing multiple responsibilities while maintaining excellent communication and professionalism.

Key Responsibilities

• Inbox Management
• Monitor and manage email communications
• Organize, prioritize, and respond to routine inquiries
• Flag urgent matters and ensure timely follow-up
• Client Outreach & Relationship Support
• Reach out to potential clients through email and other communication channels
• Conduct follow-up communications with prospective clients
• Maintain accurate records of client interactions and lead status
• Client Documentation
• Prepare, send, and track client intake forms and other practice-related documents
• Ensure all documentation is completed accurately and received in a timely manner
• Maintain organized digital client files while adhering to confidentiality standards
• Systems Development & SOP Creation
• Develop, document, and update Standard Operating Procedures (SOPs)
• Create and improve workflows to enhance efficiency and consistency
• Assist in implementing systems and processes to support practice growth
• Newsletter Management
• Draft, format, and distribute client newsletters
• Coordinate content and scheduling for email marketing campaigns
• Monitor engagement metrics and suggest improvements
• Light SEO & Online Presence Support
• Assist with basic Search Engine Optimization (SEO) tasks
• Update website content, blogs, and business listings as needed
• Support efforts to improve online visibility and search rankings
• General Practice Support
• Provide administrative assistance for day-to-day operations
• Support special projects and other duties as assigned
• Identify opportunities to improve office systems and client experience

Qualifications

• Previous experience as a Virtual Assistant, Administrative Assistant, or similar role preferred
• Strong written and verbal communication skills
• Excellent organizational and time-management abilities
• Proficiency with Google Workspace and/or Microsoft Office
• Experience with CRM systems, email marketing platforms, and project management tools is a plus
• Familiarity with basic SEO principles and content management systems preferred
• Ability to work independently, prioritize tasks, and maintain confidentiality

Preferred Skills

• Experience creating SOPs and operational documentation
• Knowledge of newsletter platforms such as Mailchimp or Constant Contact
• Comfortable learning new technologies and systems quickly
• Strong attention to detail and problem-solving abilities

Pay: $21.00 - $23.00 per hour

Experience:

• virtual assistant: 3 years (Preferred)

Work Location: Remote