Executive Virtual Assistant - Medical Focus

We are seeking a dedicated, proactive, and tech-savvy Virtual Assistant to assist a medical doctor. The ideal candidate should have excellent organizational skills, keen attention to detail, reliability, and strong communication abilities. In this role, they will be instrumental in managing client interactions, coordinating projects, and performing key administrative tasks to support smooth and efficient operations for our company. Experience in FullScript invoicing is preferable.

Part-Time, U.S. Business Hours (Mountain Time Zone).

Key responsibilities

1. Client Communications and Front Office Support
- Respond promptly and professionally to client inquiries via email .
- Act as the primary point of contact for client questions, ensuring consistent availability during scheduled hours.
- Follow up on client messages and schedule appointments as needed.

2. Patient Note Management
- Review and clean up notes taken by AI software (e.g., Otter.ai), making them clear, concise, and patient-friendly.
- Prepare and send finalized notes to patients after review by the doctor.

3. Administrative Support
- Maintain and organize patient records, ensuring all documentation is up-to-date and stored securely.
- Assist with the creation and updating of patient forms, handouts, and other documentation as directed.
- Manage inventory and invoices for supplements through Fullscript and other pharmacy-related tasks.

4. Creative Design and Content Support
- Create visuals as needed using Canva or equivalent design software for social media, patient resources, and internal documentation.
- Ensure branding and design standards are consistent across materials.

5. Workflow and Task Management
- Track tasks and projects using Asana, ensuring timely completion of assignments.
- Keep detailed records of tasks completed each day and provide end-of-day reports.

6. Support with Project Management
- Actively follow up with the doctor to ensure task prioritization and scheduling.
- Help the doctor stay on track with projects by reminding and organizing tasks as needed.

6. General Data Entry and Organization
- Maintain organized digital files and folders for patient records, client resources, and internal documents.

Qualifications

- Proven experience in virtual assistance, client communication, and administrative support.
- Proficiency in tools like Otter.ai, Fullscript, Asana, and Canva or similar software.
- Excellent organizational skills, attention to detail, reliability, and strong communication skills.
- Must be available during U.S. Mountain Time Zone business hours.

If you feel confident that you’re a great fit for this role, please respond here with a link to your resume in PDF format. Your resume should include up-to-date contact details, a recent professional photo, and a summary of your relevant work experience, highlighting skills and tasks that align with the job requirements.

In addition, please attach a screenshot of your PC specifications and internet speed, along with a one-minute Vocaroo recording introducing yourself. For easy communication, be sure to include your Skype handle. Use "MedicalExecVA" in the subject line of your response to confirm you’ve carefully read this message.

We look forward to reviewing your application!