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

Tools & Systems

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