Patient Success & Operations Virtual Assistant (w/ Website & Marketing Support)

This is a remote position.

Virtual Rockstar is hiring a full-time Patient Success & Operations Virtual Assistant (w/ Website & Marketing Support) on behalf of a growing pediatric therapy practice.

This role will support client communication, scheduling, intake coordination, operational administration, and website management. You'll help ensure families receive a seamless experience while supporting the team with scheduling, CRM management, SOP updates, website updates, and marketing-related projects.

The ideal candidate is highly organized, proactive, tech-savvy, and comfortable managing multiple priorities while communicating professionally with families and team members.

Key Responsibilities

Patient Communication & Scheduling

• Manage intake requests and scheduling
  

• Coordinate intake calls and follow-ups
  

• Handle scheduling changes and client communication
  

• Support client nurture campaigns and reminders
  

Operations & Administration

• Update SOPs, trackers, and clinician schedules
  

• Organize Google Drive and internal systems
  

• Maintain service tracking and operational reports
  

• Support workflow and process improvements
  

Website & Marketing Support

• Update website content and resources
  

• Support SEO initiatives
  

• Manage newsletters and email campaigns
  

• Coordinate with the social media contractor when needed
  

• SimplePractice
  

• Google Workspace (Docs, Sheets, Gmail, Calendar, Drive)
  

• FluentCRM
  

• Calendly
  

• Claude AI
  

• Website CMS platforms
  

• SEO tools
  

Requirements

• Experience in client support, operations, executive assistance, or project coordination
  

• Excellent written and verbal English communication skills
  

• Strong organizational and time-management skills
  

• Experience with CRM systems and Google Workspace
  

• Comfortable learning new systems and technology
  

• Website management and basic SEO experience preferred
  

Non-Negotiables

• Bright, engaging, and professional communication style
  

• Strong attention to detail and follow-through
  

• Ability to work independently
  

• Excellent client communication skills
  

• Strong organizational abilities
  

• Commitment to a full-time dedicated role
  

Benefits

• Competitive salary commensurate with experience.
  

• Opportunities for professional development and growth.
  

• Work in a dynamic and supportive team environment.
  

• Make a meaningful impact by helping to build and strengthen families across the Globe