Virtual Assistant / Practice Manager

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TYPE OF WORK

Part Time

WAGE / SALARY

$7 Hourly

HOURS PER WEEK

8

DATE UPDATED

Jun 16, 2026

JOB OVERVIEW

Looking for a Warm, Organized Practice Manager to Be the Heartbeat of a Growing Solo Counseling Practice
Part-Time | Remote | Long-Term | Room to Grow



About Me
I am a solo private-pay counseling practitioner based in the Philadelphia area, serving individuals and couples. I also deliver behavioral health training to organizations through a separate training division that I am actively growing. I am looking for a reliable, warm, and highly organized Virtual Executive Assistant to take full ownership of the operational side of my practice so I can focus entirely on my clients and my work.
I treat everyone I work with the same way I treat my clients — with genuine respect, patience, and care. If you bring your best to this role, you will be valued and supported in return.

About the Role
This is not a typical task-based VA position. You will be the primary point of contact for my clients — handling scheduling, billing, and direct communication by phone and text on behalf of my practice. You will also support my professional presence and growing training division.
You will work approximately 5–8 hours per week to start. Hours are flexible, with availability during US Eastern business hours required for client-facing communication.
This is a solo practice. You will work directly and exclusively with me. If you thrive in a structured corporate environment with multiple supervisors and team layers, this is probably not the right fit. If you prefer a close, direct working relationship where your contributions are visible and genuinely matter, keep reading.
Please note: This role involves handling confidential client information. Discretion and professionalism are non-negotiable. A Business Associate Agreement will be required before work begins.


What You’ll Own
Scheduling & Calendar
• Manage my practice calendar
• Handle all appointment requests, reschedules, and cancellations
• Maintain a client waitlist and proactively fill open slots
• Coordinate schedule adjustments around training engagements
• Schedule phone calls and external meetings around my availability and daily logistics, including travel time between locations and session blocks
Client Communication
• Respond to all client inquiries by phone and text via our shared business line
• Communicate warmly, professionally, and with genuine care
• Handle sensitive scheduling and billing conversations with discretion
Payment Management
• Process client payments directly through our practice management system
• Follow up on any failed or outstanding payments professionally
• Maintain accurate payment records
Clinical Admin
• Upload documents and notes to client profiles as directed
• Send assessments or scales to clients when instructed
• Add clinician comments to session records when requested
• No clinical judgment or decision-making is involved — you execute specific instructions precisely
Professional Presence
• Make minor updates to my practice website as needed
• Draft LinkedIn posts and website copy for my review and approval
• You are expected to use AI tools to work efficiently in this area — your judgment in refining and personalizing the output is what I value
Training Division Support
• Send outreach on behalf of my training division to prospective organizational clients
• Schedule introductory calls and demos
• Coordinate training logistics including venues, materials, and supplies
• Track leads and follow-up activity
• Draft outreach emails and follow-up sequences using AI tools for review before sending


You Are
• A warm, people-oriented communicator — clients feel genuinely cared for when they speak with you
• Highly organized and self-directed — you don’t wait to be told what to do next
• Comfortable owning outcomes, not just completing tasks
• Absolutely discreet — you understand the sensitivity of the information you will handle
• Fluent in English, both written and spoken
• Comfortable working in practice management software, billing systems, and Google Workspace
• Comfortable using AI tools to work smarter and faster
• Available during US Eastern business hours for at least a portion of your day


Work Schedule
This is a part-time remote position. Hours are flexible — approximately 5–8 hours per week to start, spread across weekdays. You will need to be reachable during US Eastern business hours for time-sensitive client communication. There are no rigid start or end times beyond that. Occasional personal tasks may be requested as the working relationship develops.

Compensation
Starting rate is $7 per hour, with increases tied to performance and role expansion. This is a long-term engagement — I am not looking for someone for a few months. I am looking for the right person to grow with me.

Career Potential
This role starts small — but it is a ground-floor opportunity in something actively being built. My training division is growing, and my long-term vision includes expanding into a full training business: delivering programs nationally, developing and selling curriculum, and hiring trainers across the country.
The right person who grows with this practice will grow with the business. As volume increases, hours increase. As the training division expands, so does your role and your rate. There is no ceiling on where this goes for someone who is reliable, trustworthy, and invested in what we are building.

To Apply
Please send a brief voice or video introduction of 2–3 minutes telling me who you are, what kind of work you have done, and why this role appeals to you. Written applications without a voice or video component will not be considered.
Please use the subject line: Practice Assistant — [Your Name].

SKILL REQUIREMENT
Email Handling English Speaking Virtual Assistant
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