Virtual Executive Assistant - TSA-CH-EA01

Job Title: Virtual Executive Assistant – Personal Support & Holistic Practice Coordination

Job Code: TSA-CH-EA01

Position Type: Full-time

Work Hours: 9:00 AM – 5:00 PM Pacific Time (must mirror the client’s schedule)

Work Days: Monday – Friday

Salary: $5 – $6 per hour (depending on experience)

Workplace: Remote

Preferred Candidate Location: Philippines or LATAM

About Our Client

The client operates a high-end, fast-paced holistic and natural medicine practice. This role supports both his personal and professional organization, with a focus on scheduling, inbox management, and long-term support. The position will start with Day 1 executive assistant tasks, and gradually expand into light clinic responsibilities and patient support, with potential for growth.

Scope of Work / Responsibilities

Core Responsibilities – Day 1

• Manage the client’s personal calendar, scheduling meetings and reminders
• Organize and respond to emails, filter inbox content, and draft replies
• Provide executive assistant support, helping coordinate both personal and business commitments
  

Gradual/Phase-In Responsibilities

• Support light patient scheduling (in coordination with the front desk)
• Answer phones on Fridays when working directly with the client
• Learn and support clinic workflows, providing coverage when needed
• Monitor and update online booking tools, calendars, and websites
• Watch for online mentions or reviews of the client and provide insights
  

Tools Used

• EHR/Scheduling: Optimatra
  

Experience Requirements

• Medical education or license: Not required

• Previous virtual assistant experience: Preferred but not required

• Healthcare-related experience: Not required, but interest in holistic/natural medicine is a must

Skills & Qualities

• Fast learner – able to absorb workflows quickly and adapt

• Strong tech/computer skills – Google Workspace, online calendars, scheduling tools

• Highly organized and detail-oriented

• Professional communication style suitable for high-end clientele

• Warm, calm, and intelligent tone on calls and emails

• Proactive and self-directed – takes initiative without micromanagement

• Comfortable in a high-energy, fast-paced environment

• Must be female (as preferred by the client)

• Pacific Time availability required (must mirror client’s schedule)

• Must be available for meetings and live trainings

Note: While healthcare or patient care experience is not essential at first, the VA should be willing and able to grow into clinic support responsibilities over time.

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.