Administrative Assistant

Virtua Health, Inc.; Houston (TX); Hybrid; USD 45,000 - 70,000; Full time

Benefits offered by this job

Flexible remote

Medical

Dental

Vision

Equity incentive

401k with match

Profit sharing

PTO 15 days

PTO 20 days after 1 year

Paid holidays

Company laptop

Mileage reimbursement

Job summary

Virtuas is seeking a detail-oriented coordinator to join the Client Experience team in a majority remote role. You will keep calendars, communications, and CRM records tidy, and ensure smooth coordination across service desk, consulting, sales ops, and finance. In-person meetings occur one day weekly in the Houston area.

You’ll focus on onboarding new clients, drafting clear emails, and tracking renewals while learning IT services basics to better support the team and clients.

Qualifications

• Strong organizational habits and a real attention to detail.
• Excellent written and verbal communication. You write clearly, sound friendly, and adapt tone to audience.
• Comfort with Microsoft 365 apps (Outlook/Teams/Word/Excel).
• Genuinely client-focused mindset and helping others daily.
• Ability to stay focused and productive in a mostly remote setting.
• Willingness to learn IT services basics to support the CX team.

Responsibilities

• Support the CX team with scheduling, meeting prep, follow-ups, and routine client communications.
• Help prepare agendas, notes, and recaps for client meetings and reviews.
• Keep CRM records, account notes, and project information accurate and up to date.
• Coordinate small tasks across service desk, consulting, sales ops, and finance so CX isn’t chasing.
• Assist with client onboarding paperwork and welcome communications.
• Track open items, renewal dates, and outstanding requests, flagging needs.
• Draft clear, friendly client emails and follow-ups in plain language.
• Support referral and review outreach and case-study coordination.

Skills

Organizational skills

Communication

Microsoft 365

CRM familiarity

Client-focused

Remote productivity

Outlook

Teams

Word

Excel

Tools

Outlook

Teams

Word

Excel

Job description

Are you the kind of person who lives in your calendar, color-codes your inbox, and finds real satisfaction in turning a messy to-do list into a calm, well-run day? Do you enjoy helping people stay organized, keeping things moving behind the scenes, and being the steady presence everyone counts on? If so, we want you!
Note: This is a majority remote, work-from-home position; however, we do require someone who resides in the Houston area as we currently meet in-person one day a week.

About Us

Virtuas is not just another IT services company. We are a Certified B Corporation dedicated to using business as a force for good. We pride ourselves on our thoughtful approach to IT solutions and our commitment to social and environmental responsibility.

What We're Looking For

In this role, you will work alongside our Client Experience (CX) team to keep client communications, schedules, and follow-through running smoothly. You will help our CX team look and feel buttoned-up to the people they serve, handle the coordination details that make their work possible, and make sure nothing slips through the cracks. For this role, we care less about your years of work experience and more about how you operate. We believe a person who naturally tracks loose ends, anticipates what someone needs before they ask, and takes pride in tidy, accurate work can grow into almost anything. If you have kept a small business, a household, a volunteer group, or a busy team running, you may be exactly who we are looking for.

What You Will Do

1. Support the CX team with scheduling, meeting prep, follow-ups, and routine client communications.

2. Help prepare agendas, notes, and recaps for client meetings and Business Technology Reviews.

3. Keep CRM records, account notes, and project information accurate and up to date.

4. Coordinate small tasks across our service desk, consulting, sales operations, and finance teams so the CX team does not have to chase them down.

5. Assist with client onboarding paperwork, welcome communications, and the small touches that make a new client feel taken care of.

6. Track open items, renewal dates, and outstanding requests, and proactively flag anything that needs attention.

7. Help draft clear, friendly client emails and follow-ups in plain, everyday language.

8. Pitch in on referral and review outreach, case study coordination, and other initiatives that keep our clients engaged and our story shareable.

Qualifications

1. Strong organizational habits and a real attention to detail. You enjoy keeping lists, tracking commitments, and closing loops.

2. Excellent written and verbal communication. You write clearly, sound friendly on the phone, and know how to match your tone to the audience.

3. Comfort with Microsoft 365, especially Outlook, Teams, Word, and Excel. Exposure to a CRM or ticketing system is a plus, but not required.

4. A genuinely client-focused mindset. You like helping people, and you take pride in making their day easier.

5. The discipline to stay focused and productive in a mostly remote setting.

6. Willingness to learn the basics of how IT services work so you can support the CX team with confidence.

What We Offer

1. Opportunities for professional growth and development

2. A collaborative and supportive work environment

3. Direct exposure to client experience, operations, marketing, and IT services work

4. A company culture that values social and environmental responsibility

Benefits

1. Flexible, majority remote work.

2. Medical, Dental, Vision.

3. Equity incentive program.

4. 401k with employer match.

5. Profit sharing.

6. 15 days PTO, 20 days PTO after one year.

7. Paid holidays.

8. Company laptop.

9. Mileage and expense reimbursement.