Executive Virtual Assistant / Operations Manager (Clinical + Membership + Content + Marketing)

Executive Virtual Assistant / Operations Manager (Clinical + Membership + Content + Marketing)

Full-Time | Remote (Philippines Preferred) | US Daytime Hours | Long-Term Role

About the Business

We are a physician-led business with two divisions:

Virtual clinical practice (hormones + GLP-1 patient support, scheduling, refills, compliance)

Coaching and education brand (membership, seasonal challenges, podcast, YouTube, digital products)

The founder creates the content and strategy. You will own implementation, operations, scheduling, systems, and follow-through.

This is not a basic VA job. This is a high-ownership role for someone who thrives on managing details, systems, and execution without constant supervision.

Work Schedule

Full-time

Must work primarily during US daytime hours

Some flexibility may be needed during launches or live calls

Main Responsibilities
1) Executive Assistant + Calendar Ownership

Manage scheduling for clinical, membership, and business commitments

Protect blocked times and prevent double-booking

Send daily schedule text at 8am

Keep the founder accountable and follow up until tasks are completed

2) Clinical Operations Support (ClinicSense + Patient Communication)

Schedule new patients and follow-ups

Create patient charts in ClinicSense

Send and track completion of intake forms

Follow up day prior to appointments to ensure forms are completed

Upload lab results into patient charts

Fax lab slips using SRFax when needed

Coordinate refill requests and route them to NP (batched daily)

Important: You must never provide medical advice.

3) Payment Support + Finance Visibility

Support payments through Stripe (2 accounts)

Enforce strict refill policy: No payment = no order

Track outstanding balances

Track revenue categories (clinical vs coaching/membership)

Maintain a cashflow calendar (credit card due dates, recurring expenses, renewals)

Coordinate with bookkeeper (bookkeeper hired separately)

4) Compliance + Credentialing Management

Track deadlines and organize documents for:

medical license renewals

DEA/CDS renewals

CME requirements and certificate storage

malpractice renewal

ABIM MOC tasks

Lifestyle Medicine + Menopause certification renewals

BLS/ACLS renewals

LLC annual paperwork and filing deadlines

5) Membership & Program Operations (Kajabi)

Membership: SFMD Lifestyle Support Monthly

Create Kajabi events for membership calls

Schedule Zoom links + reminders

Upload membership content + resources

Upload call replays promptly

Handle membership cancellations and customer support

Draft a monthly “Clinical Check-In Newsletter” to drive membership enrollment

6) Seasonal Challenges + Guest Coach Coordination

We run 4 seasonal challenges per year.

You will:

implement challenge content in Kajabi + FB groups

schedule emails and live calls

upload replays and resources

coordinate guest coach “coffee talks”

track testimonials and participant wins

7) Podcast + YouTube Content Pipeline

Podcast is recorded on Riverside and released weekly.

For every episode, you will:

generate transcript (AI tools allowed)

create show notes and episode descriptions (ChatGPT allowed, must be polished)

upload transcript/show notes into shared Google Drive for podcast producer

maintain podcast topic database

upload full video podcast to YouTube

create YouTube thumbnail in Canva

Deadline: assets must be delivered at least 2 weeks before release.

8) Content Repurposing + Short-Form Editing (Opus Clips Required)

You will turn podcast episodes into:

Mindful Monday email

SEO blog post (Kajabi blog)

Instagram posts/captions

Reels and YouTube Shorts

Stories content

You must be able to use Opus Clips (or similar) to create polished short-form clips with captions, hooks, and branded overlays.

9) Social Media + ManyChat Ownership

Schedule daily Instagram and Facebook posts (Meta Business Suite)

Manage stories consistently

Manage DMs and comments (no medical advice)

Build and manage ManyChat automations (comment-to-DM, keyword triggers, weekend autoresponders)

10) ChatGPT Proficiency Required

You must be highly proficient with ChatGPT to maintain consistent founder voice and speed up production.


Emails must sign off: XOXO, Dr. Stacy
Banned phrases: “doctor bestie” / “doctor cheerleader”

11) Metrics + Reporting

You will track and report weekly:


email list growth, clicks, conversions

funnel performance (Habit Tracker funnel)

membership growth + engagement

social engagement + top posts

clinical refill volume and outstanding balances

weekly revenue snapshot

Required Skills

Excellent English writing and communication

Strong organization and follow-through

Tech confident (Kajabi, Canva, Google Drive, Stripe, Asana, OpusClips, ChatGPT)

Strong social media aesthetic

Able to self-train and troubleshoot

Comfortable owning systems and executing independently

Tools You’ll Use

ClinicSense, Kajabi, Stripe, Canva, Google Drive, Meta Business Suite, ManyChat, Zoom, Asana, ChatGPT, Riverside, SRFax, Opus Clips.

Pay

We are hiring direct (no agency).
Starting pay: $800–$1,000/month depending on skill level, with growth potential based on performance.

???? IMPORTANT

If you are not comfortable following up until tasks are completed, or if you need constant direction to do your work, please do not apply.

? HOW TO APPLY (APPLICATION INSTRUCTIONS)

To apply, please submit:

Short introduction

Relevant experience

Tools you’ve used (Kajabi/Canva/ManyChat/Stripe/Opus Clips)

Examples of your work (emails, captions, Canva designs, reels, blogs)

Confirmation you can work US daytime hours

Internet speed + equipment details

Short paragraph describing how you use ChatGPT professionally

Applications without work samples will not be considered.


To prove you read this posting carefully, start your application with the phrase: “Systems first, chaos last.”