Virtual Practice Coordinator / Administrative Assistant (Long-Term Opportunity)

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TYPE OF WORK

Full Time

SALARY

3.23-4.58

HOURS PER WEEK

20

DATE UPDATED

Jul 8, 2026

JOB OVERVIEW

About Us
We are a growing pediatric ABA therapy practice based in California dedicated to helping children with autism and developmental disabilities reach their fullest potential. We pride ourselves on providing compassionate, high-quality services while building meaningful relationships with the families we serve.

As our practice continues to grow, we're looking for a dependable, organized, and proactive Virtual Practice Coordinator who wants to become an important part of our team. This is a long-term opportunity for someone who enjoys taking ownership, solving problems, and helping a small business succeed.

About the Role
This position combines administrative support, scheduling, recruiting, customer service, social media management, and general business operations.

We're looking for someone who doesn't simply wait for instructions but enjoys staying organized, identifying what needs to be done, and helping keep everything running smoothly.

While there are daily responsibilities, there will also be downtime. During those periods, we'd like you to work on projects that help our business grow, such as improving organization, researching referral sources, creating social media content, or assisting with marketing initiatives.

Responsibilities
Administrative Support
Monitor and respond to emails professionally
Answer and return phone calls
Check and manage voicemail
Schedule appointments
Maintain calendars
Organize Google Drive and electronic documents
Proficient in setting up workflows (e.g. Zapier)
Create and update spreadsheets and reports
Assist with general office administration
Scheduling
Coordinate therapist schedules
Communicate schedule changes with families and therapists
Help fill cancelled appointment times
Send appointment reminders
Maintain organized scheduling records
Recruiting & Hiring
Review job applicants
Schedule interviews
Communicate with candidates
Send interview reminders
Track applicants throughout the hiring process
Assist with onboarding administrative tasks
Social Media & Marketing
Create and schedule Instagram and Facebook posts
Respond to messages and comments
Maintain a content calendar
Create simple graphics using Canva
Assist with referral outreach to pediatricians, schools, speech therapists, occupational therapists, and other professionals
Research community events and networking opportunities
Business Operations
Help improve workflows and office systems
Maintain organized records and checklists
Assist with special projects
Research vendors, software, or business resources when requested
Look for opportunities to improve efficiency within the practice

Qualifications
We're looking for someone who is:
Highly organized and detail-oriented
Professional and friendly on the phone
An excellent written and verbal communicator
Comfortable working independently
Able to manage multiple priorities
Dependable and trustworthy
Tech-savvy and quick to learn new software
Positive, resourceful, and proactive
Preferred Skills
Virtual Assistant or Executive Assistant experience
Customer service experience
Calendar and scheduling experience
Social media management (Instagram & Facebook)
Canva
Google Workspace (Docs, Sheets, Calendar, Drive)
Microsoft Office
Experience supporting healthcare or therapy practices is a plus but not required

Hours
Approximately 15–20 hours per week to start, with opportunities for additional hours as the practice continues to grow in the next month .
We prefer someone who has availability that overlaps with California business hours for communication and scheduling tasks.

What Success Looks Like
The ideal candidate will become someone we can rely on to keep our day-to-day operations organized. You'll help ensure families receive prompt communication, therapist schedules stay organized, interviews are coordinated efficiently, social media remains active, and administrative tasks are completed without constant supervision.

We're looking for someone who wants to build a long-term working relationship and grow alongside our practice.

To Apply
Please answer the following:
Tell us about your experience as a Virtual Assistant, Administrative Assistant, or Practice Coordinator.
Have you worked with healthcare providers or small businesses?
What software and tools are you most comfortable using?
Have you set up any workflows and if yes give examples (e.g. Zapier)?
What are your available working hours and time zone?
Describe a process you improved for a previous client or employer.
Why are you interested in working with a growing healthcare practice?

To confirm you've carefully read this posting, please begin your proposal with the words "Growing Together."

We look forward to meeting someone who is organized, dependable, and excited to become an important part of our growing team.

SKILL REQUIREMENT
US recruiting Scheduling Medical Billing
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