Virtual Assistant — Healthcare Business Administration

About the Company:

The Nutritionist & Nurse® is a CDC Full Plus Recognized National Diabetes Prevention Program and Medicare MDPP Supplier based in Houston, Texas. Copper and Greens® is a nurse-led public health consulting and workforce development firm. Both organizations are founded and led by Gwendolyn S. Woody, LPN, CCM, CHWI — a Licensed Practical Nurse, Certified Case Manager, and DSHS-Certified Community Health Worker Instructor serving Houston's underserved communities through chronic disease prevention, community health worker training, and health education.

We are a mission-driven, faith-integrated health enterprise in active growth mode. We need a sharp, organized, and proactive Virtual Assistant who can handle the administrative infrastructure that keeps both organizations running smoothly so the founder can focus on clinical work, program delivery, and strategic growth.

What You Will Do:

Email Management

• Monitor and organize multiple Gmail and Google Workspace inboxes daily
• Draft professional responses to inquiries, partner emails, and follow-ups in the founder's voice
• Flag urgent emails requiring immediate attention
• Maintain organized folder structure across all accounts

Calendar and Scheduling

• Manage Google Calendar across personal and business accounts
• Schedule participant appointments, partner meetings, and follow-up calls
• Send meeting confirmations and reminders
• Coordinate scheduling across multiple time zones when needed

Grant Applications

• Submit monthly recurring grant applications on time — Amber Grant, Hey Helen Grant, Women Founders Grant, Business Freedom Grant, and others
• Track all grant deadlines and submission status in a shared spreadsheet
• Gather required documents and supporting materials for each application
• Follow up on submitted applications and track responses

Credit and Legal Administrative Support

• Send certified mail dispute letters via Click2Mail following provided templates
• Track 30-day dispute response windows and flag upcoming deadlines
• Maintain organized records of all dispute correspondence and agency responses
• Follow up with credit bureaus and collection agencies per written instructions

Healthcare Administrative Support

• Assist with participant intake scheduling and insurance verification appointments
• Help track participant engagement and follow-up communications
• Assist with preparing documents for Medicare billing support
• Maintain organized participant records in Practice Better platform

Social Media and Content Scheduling

• Schedule social media posts on LinkedIn and Instagram using Buffer or Later
• Upload pre-written content provided by the founder on a consistent schedule
• Monitor comments and flag any requiring a response
• Basic Canva formatting of provided graphics when needed

General Administrative Tasks

• Conduct research as assigned and summarize findings clearly
• Maintain task tracker and Kanban board in alfred_ dashboard
• Prepare professional documents using Google Docs and Microsoft Word
• Send follow-up emails and track responses on behalf of the founder
• Organize digital files in Google Drive using a clear naming system

What You Must Have:

• Excellent written English — professional, warm, and clear
• Experience supporting a healthcare, wellness, or professional services business
• Strong organizational skills — you track deadlines without being reminded
• Proficiency in Gmail, Google Calendar, Google Drive, Google Docs
• Comfortable with Canva for basic formatting
• Ability to work independently and take initiative
• Reliable internet connection and consistent availability
• High level of discretion — you will handle sensitive business and client information
• HIPAA awareness — we handle protected health information and you must understand confidentiality requirements

What Would Make You Stand Out:

• Prior experience with healthcare administration or medical office support
• Familiarity with Medicare, insurance verification, or medical billing terminology
• Experience with grant writing or grant tracking
• Experience with Practice Better, alfred_, or similar platforms
• Knowledge of credit dispute process or consumer protection correspondence
• Experience supporting a solo founder or small business owner

Hours and Schedule:

10–15 hours per week to start with opportunity to grow. Flexible scheduling — most tasks are asynchronous and do not require you to be online at specific times. Some tasks require US business hours availability for time-sensitive follow-ups. Must be responsive within 4 hours during your working hours.

$200–$350 per month for 10–15 hours per week depending on experience. Paid bi-weekly via Wise or direct transfer. 13th month bonus honored every December. Long-term relationship preferred, this role and pay grows as the business grows.


How to Apply:

Please send a message that includes the following — applications without all three will not be reviewed:

One — A brief introduction telling me about your experience supporting a healthcare or professional services business.

Two — One example of a time you managed multiple deadlines simultaneously and how you kept everything on track.

Three — Your availability and the tools you are currently proficient in.

We are looking for someone who is detail-oriented, proactive, and genuinely cares about the mission of the work. If you are the kind of person who notices what needs to be done before being asked — this role is for you.

Note: This role involves access to sensitive business information, client communications, and healthcare-related documents. A high level of professionalism and confidentiality is non-negotiable.