Virtual Executive Assistant

Company Overview

The client is a clinical psychologist who runs three businesses: a private practice that also covers speaking engagements and expert consulting, a global ocean expedition company that hosts around five international expeditions a year plus private in-ocean training, and a newly launched company with a business partner that includes building an app.

The client is busy, fast-paced and manages multiple priorities. Most of the day is dedicated to patients and clients, so they need a reliable right-hand person who can keep every part of the business running smoothly in the background.

Role Overview

The client has been without support for a few months, and administration across the businesses is falling behind. Patient scheduling and responses in the private practice need attention, while follow-ups across the other businesses also require improvement.

This role will help keep the private practice running smoothly, ensuring patients and clients feel well looked after. It will also coordinate operations, logistics and outstanding tasks across the expedition company and the new startup.

The ideal candidate is highly organised, proactive and comfortable taking ownership. They should be able to track tasks, anticipate deadlines, flag priorities and get things done independently, without needing constant guidance.

Key Responsibilities

• Private practice administration: Manage patient scheduling through SimplePractice and respond to patient texts and emails using existing templates, ensuring all communications are handled within 24 hours.

• Patient and client communication: Provide warm, professional initial responses to enquiries, acknowledging messages and advising that the client will follow up. All clinical or expert advice must come directly from the client.

• Private client and speaking enquiries: Respond promptly to private clients and speaking engagement enquiries, ensuring appointments and follow-ups are arranged efficiently.

• Calendar and personal administration: Manage the client's calendar, reminders and personal tasks, including booking appointments, following up on refunds and keeping outstanding to-dos on track.

• Project management: Set up, organise and maintain monday.com as the central project management hub across all three businesses.

• Expedition operations: Contact existing charter contacts to secure vessels, assist with chef interviews and coordinate logistics for international expeditions.

• Expedition logistics and spreadsheets: Maintain the master expedition spreadsheet, tracking guest flights, arrivals, departures and dietary requirements. Provide accurate information promptly while the client is travelling or working in the field.

• Presentation and trip planning: Create and adapt trip presentations using Claude Design and existing templates, such as repurposing a previous presentation for an upcoming Greece expedition.

• Merchandise and branding: Coordinate merchandise and branded items, such as hats, ensuring logos, designs and branding are accurate before approving bulk production.

• Startup administration: Track administrative and legal tasks, including company formation, trademark correspondence and app development milestones, ensuring progress continues across all outstanding items.

• Reporting and communication: Provide regular end-of-day updates outlining completed tasks, outstanding priorities and next steps. Participate in short, frequent check-ins to maintain alignment.

Required Skills and Tools

Must-Have Requirements

• AI proficiency: Confident, daily use of AI tools, particularly ChatGPT, Claude and Claude Design, with a genuine interest in AI-driven workflows and improving efficiency through automation.

• Relevant industry experience: Previous experience in a medical, therapy or private practice environment, with an understanding of practice administration and professional patient scheduling.

• monday.com expertise: Strong experience building, structuring and maintaining project boards from scratch.

• Spreadsheet proficiency: Advanced Google Sheets or Microsoft Excel skills, with the ability to manage complex logistics data involving multiple people and travel arrangements.

• Confidentiality and discretion: The ability to handle sensitive patient information responsibly and exercise sound judgement.

• Organisation and initiative: Highly organised, proactive and detail-oriented, with the ability to manage competing priorities and work independently.

• Communication: Strong written communication skills, particularly via email and text, with a professional and approachable manner.

• Adaptability: Comfortable working in a fast-paced environment, receiving direct feedback and acting on it quickly without requiring constant reassurance.

Preferred Qualifications and Additional Requirements

• Experience using SimplePractice or similar practice management software. Training can be provided where needed.

• HIPAA certification, or willingness to complete a short HIPAA course during onboarding.

• An eye for design and branding, with the ability to identify incorrect logos, design inconsistencies or merchandise errors before orders are placed.

Communication and Working Style

• Communication is primarily through email and text, with minimal phone-based work.

• Comfortable working with a busy client who moves quickly and manages several businesses simultaneously.

• Calm, dependable and low-maintenance, with the ability to anticipate needs, maintain momentum and keep tasks moving without constant supervision.

• Able to provide clear, consistent updates and ensure nothing falls through the cracks.