VIrtual Assistant

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TYPE OF WORK

Part Time

SALARY

$5/hour

HOURS PER WEEK

3

DATE UPDATED

Apr 1, 2026

JOB OVERVIEW

ABOUT THE ROLE

We are a growing mental health practice based in California looking for a reliable, professional, and proactive
part-time Virtual Assistant to help us manage and grow our business. This is a long-term opportunity with significant
room to grow as our practice expands — including the potential to transition to a full-time role for the right candidate.
Our practice has an established brand identity, aesthetic, and tone of voice that is central to how we connect with our
community. The right candidate will take time to genuinely understand and embrace this identity. All content and
outreach materials will go through an approval process before publishing — this is standard practice for maintaining
our brand and is not micromanagement. We value a collaborative relationship where feedback flows both ways and
quality is always the priority.

You will be the first point of contact for prospective clients and referral partners, and will play a key role in how our
practice is perceived. We are looking for someone who is growth-oriented, takes pride in their work, and wants to
build a long-term professional relationship with a practice they genuinely care about.


SCHEDULE

Days: Monday to Friday
Hours: 4 hours per day — 9:00 AM to 1:00 PM Pacific Standard Time
Note: This is a graveyard shift position for Philippines-based applicants
Availability: Must be punctual and available during all scheduled hours
Growth: Hours may increase as the practice grows


KEY RESPONSIBILITIES

Phone & Client Inquiries
• Answer incoming calls professionally on behalf of the practice
• Make outbound calls to follow up with prospective clients
• Handle inquiries with warmth, empathy, and professionalism
• Send scheduling links and appointment confirmations
• Follow provided scripts and templates at all times
• Flag anything requiring the owner's direct attention immediately


Email Management
• Monitor and respond to the practice's general inquiry inbox
• Draft responses using approved templates
• Maintain a clean, organized inbox
• Flag sensitive or complex inquiries for owner review before responding

Social Media Management
• Schedule and post content across Facebook, Instagram, and LinkedIn
• Engage with followers per brand guidelines
• Maintain a consistent, professional, and on-brand voice at all times
• Submit all content drafts for owner approval before publishing
• Report on basic engagement metrics weekly


Email Marketing
• Assist with building and sending email campaigns via Mailchimp or similar
• Help grow and maintain the practice's email list
• Format newsletters and promotional emails per provided templates
• Submit all email drafts for owner review before sending

Professional Networking & Referral Outreach
• Conduct outreach to medical offices, primary care, pediatric offices, and OB/GYN practices
• Build and maintain relationships with medical office managers and their assistants
• Share practice resources and referral information professionally
• Maintain an organized referral contact database (Google Sheets, Notion or other CRM)
• Follow up consistently with referral partners to nurture relationships
• Research and identify new potential referral sources in the local area
• Coordinate the sending of welcome packets or resource kits to referral partners


REQUIREMENTS

• Minimum 2 years BPO, call center, or virtual assistant experience
• Prior experience working US Pacific or West Coast hours
• Excellent spoken and written English — clear, warm, and professional phone manner is essential
• Experience managing social media accounts for a business
• Familiarity with tools like Slack, Notion, Canva, Buffer or Later, Mailchimp, and Google Workspace
• Experience with B2B outreach or professional networking, particularly within medical or healthcare
settings
• Professional, confident phone and email communication style when reaching out to medical professionals
• Reliable high-speed internet connection (minimum 25 Mbps)
• Quiet, professional home workspace for phone calls
• Own laptop or desktop computer
• Must be willing to sign a Non-Disclosure Agreement (NDA) before starting
• Comfortable working in a mental health or healthcare-adjacent environment
• Brand-conscious and aesthetically aware — must learn and consistently apply the practice's visual
identity, tone, and voice
• Open to feedback and revision — all content requires owner review before publishing or sending
• Collaborative working style — comfortable submitting drafts and iterating until standards are met
• Not easily discouraged by revisions — understands feedback is about brand integrity, not work quality


NICE TO HAVE

• HIPAA certification is a plus but not required — certified candidates will be given preference
• Willingness to become HIPAA certified — the practice will cover this cost when the opportunity arises
• Experience supporting a healthcare, therapy, or wellness practice
• Experience creating Loom video walkthroughs for process documentation and team onboarding — or
strong willingness to learn. This will be an expected part of the role as the practice grows.
• Familiarity with Calendly or similar scheduling tools
• Experience with OpenPhone, Grasshopper, or virtual phone systems
• Familiarity with networking within medical or healthcare professional communities
• Low ego and psychologically aware — have strong interpersonal skills needed in creating relationships given the multiculral makeup of client and partner base


WHAT WE OFFER

• Part-time salary: $200–$300/month based on experience
• Stable, long-term position with a growing practice
• Consistent Monday–Friday schedule
• Supportive, respectful, and collaborative working relationship
• Clear growth path — potential to transition to full-time with expanded responsibilities including HIPAA-compliant
client management
• HIPAA certification will be covered by the practice when the opportunity arises


HOW TO APPLY

Please apply with all of the following — incomplete applications will not be reviewed:
1. Your updated resume or CV
2. A brief written introduction or short video (2–3 minutes) telling us about your VA experience and why you are a
good fit for a mental health practice
3. Your specific experience working US Pacific Time or graveyard shift hours
4. Two professional references with contact information
5. One example of social media content or outreach material you have created for a previous employer or client

SKILL REQUIREMENT
Email Marketing Social Media Management Office and Administration
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