Virtual Assistant

Jane; North Vancouver; Remote; CAD 44,000 - 54,000; Full time

Job summary

Jane is seeking a Virtual Assistant to support our Admin Services team, acting as the virtual front desk for a portfolio of clinics. You will manage inboxes, calendars, bookings, billing, and charting within Jane, while delivering warm, professional patient interactions and meticulous, organized administrative support.

You’ll train in Ginger University and gradually take on more clinics. If you bring healthcare front-desk experience, strong organizational skills, and a curiosity for AI tools,

Qualifications

• 3+ years of administrative experience in a healthcare or wellness clinic.
• Experience using Jane in a clinic for 2+ years, with scheduling, invoicing, charting and settings.
• Experience across multiple clinics or a focused specialty (e.g., mental health, naturopathic medicine, medical aesthetics).
• Understanding extended health billing; WorkSafeBC or ICBC claims is a bonus.
• Highly organized and detail-oriented; able to juggle multiple clinics and tasks calmly.
• Polished, professional communication; adapt to each clinic’s style while maintaining patient trust.
• Proficient with Google Workspace apps (Gmail, Calendar, Docs, Sheets).
• Curious about AI tools to reduce repetitive work.
• Based in Canada and available Monday to Friday; 8-hour shifts between 7am–7pm in the local time zone.
• Familiarity with virtual phone systems or other clinic software is a nice-to-have.

Responsibilities

• Run day-to-day front desk tasks for a portfolio of clinics, including inbox management, calendar scheduling, bookings, billing, and charting in Jane.
• Provide warm, clear communication with patients via phone, email, and secure messaging.
• Manage multiple clinics at once, tracking tasks and follow-ups to ensure nothing is missed.
• Maintain accurate, secure clinic records in compliance with privacy standards.

Skills

Administrative experience

Healthcare clinic experience

Strong communication

Organizational skills

Remote work experience

Tools

Google Workspace

Gmail

Calendar

Docs

Sheets

Job description

About The Role

We're looking for a Virtual Assistant to join our Admin Services team, the human-led virtual admin service many clinics know as Ginger Desk. Ginger Desk was founded by a Naturopathic Doctor who knew firsthand how much work happens outside the treatment room, and earlier this year it officially joined Jane. Together, we're growing Services into a big part of how Jane helps the helpers, with one simple mission: give practitioners their time back.

Most of our customers are practitioners who care for patients all day and then run a small business around their clinical hours. As a Virtual Assistant, you'll be the virtual front desk for several of these clinics, working inside Jane to keep their inboxes, calendars, bookings, billing, and charting running smoothly. You'll get to know how each clinic likes to work, look after their patients with warmth and professionalism, and handle the details so practitioners can focus on care.

You'll start with about a month of hands-on training (we call it Ginger University), take on your first clinic toward the end of it, and build up your portfolio gradually from there.

If you've spent years at a clinic front desk, know Jane inside and out, and love being the person who keeps everything organized, this could be a really meaningful next step. Services is one of Jane's big bets, and you'd be joining early, while we shape what it becomes.

The Impact You Could Have

• Give practitioners their time back by running the day-to-day front desk work for a portfolio of clinics, from managing inboxes and calendars to coordinating bookings, billing, and charting in Jane.

• Help patients feel looked after through clear, warm, and professional communication by phone, email, and secure messaging.

• Own the details across several clinics at once, tracking tasks and follow-ups carefully so nothing gets missed.

• Keep clinic records accurate and secure, handling patient information in line with PIPEDA and HIPAA standards.

• Bring your clinic experience to the team, sharing what you know about how different practices run and helping shape how our Services offering grows.

• Help shape how AI supports our Services work by trying new tools with curiosity and care, and sharing what genuinely saves clinics time without compromising quality or privacy.

The Experience We Feel We Need

• You have 3+ years of administrative experience in a healthcare or wellness clinic, ideally at the front desk where you saw how practitioners and patients really work.

• You’ve used Jane day to day in a clinic for about 2 years or more, and you’re confident with the ins and outs, including scheduling, invoicing, charting, and settings.

• You’ve either worked across several clinics or disciplines, or gone deep in one area like mental health, naturopathic medicine, or medical aesthetics, and you’re comfortable with the terminology that comes with it, like labs and treatment plans.

• You understand extended health billing, and experience with WorkSafeBC or ICBC claims is a bonus.

• You’re highly organized and detail-oriented, and you can juggle many clinics and tasks at once while staying calm and accurate when things get busy.

• You write and speak with a polished, professional tone, and you know how to adapt to each clinic’s style while keeping patient trust front and centre.

• You know your way around Google Workspace, including Gmail, Calendar, Docs, and Sheets, and you pick up new systems and workflows quickly.

• You’re curious about how AI tools can take repetitive work off your plate and happy to help test them out.

• You’re based in Canada and can work Monday to Friday. Shifts are 8 hours between 7am - 7pm in your time zone. The time zone you’re hired into is the one you’ll stay in, since your clinics count on you being there during their hours.

• Familiarity with virtual phone systems or other clinic software is a nice-to-have.

If you don't meet every single qualification but are excited about this role, we'd still love to hear from you.

More About Jane

Jane is a founder-led, high-growth SaaS company born in North Vancouver, British Columbia. We're now a team of more than 800 people working remotely across Canada, the US, and the UK, united by our mission to help the helpers. We build the products and tools that thousands of clinics rely on every day to run their businesses, care for their patients, and grow their communities. That level of impact means every person at Jane plays an important role in how we show up for our customers. We're all responsible for being deeply connected to their needs, obsessed with improving their experience, and proud of the difference our work makes in their day-to-day lives. Jane is growing fast, and that growth brings exciting challenges that call for adaptability, resilience, learning agility, and humility. We're proud of what we've built and quick to admit what we don't know yet. We listen, learn, and adjust as we go. We're also embracing the possibilities of AI, using it to work smarter, improve our systems, and create even better experiences for our customers and our team. Our goal isn't just delivery, it's delight. We move quickly, communicate openly, and solve real problems together. If you're energized by ambiguity, motivated by impact, and eager to learn with others, you'll thrive at Jane.

Compensation & Benefits

This is a full-time role that pays $48,750 CAD a year, based on a 35 hour work week.