Virtual Administrative Assistant

Military, Veterans and Diverse Job Seekers; San Diego (CA); Remote; USD 28,000 - 34,000; Part time

Job summary

Military, Veterans and Diverse Job Seekers is seeking a Virtual Administrative Assistant to support counseling practice operations remotely. You will handle scheduling, intake coordination, and client communications with empathy.

Responsibilities include arranging appointments for sessions, tracking referrals, maintaining waiting lists, and ensuring a smooth onboarding experience while protecting client confidentiality and data security.

Qualifications

• Previous administrative or customer service experience preferred but not required.
• Excellent written and verbal communication with a friendly, compassionate demeanor.
• Strong organizational skills and attention to detail for managing appointments and client data.
• Familiarity with scheduling tools and email management platforms.
• Self-motivated and able to work independently in a virtual setting.
• Sensitivity to client confidentiality and adherence to ethical guidelines.

Responsibilities

• Schedule new appointments for counseling sessions, group therapy, and assessments.
• Respond to inquiries for services via email, phone, and text with professionalism and empathy.
• Send out and follow up on potential client intakes to ensure a smooth onboarding process.
• Track inbound referrals and promptly follow up with potential clients to provide necessary information.
• Create and update waiting lists to manage client demand and optimize appointment scheduling.
• Calculate monthly conversion rates to measure the effectiveness of our referral process and marketing efforts.

Skills

Communication skills

Organizational skills

Scheduling tools

Email management

Self-motivation

Confidentiality

Job description

About the job Virtual Administrative Assistant

**Responsibilities: **

• - Scheduling new appointments for counseling sessions, group therapy, and assessments.
• - Responding to inquiries for services via email, phone, and text with professionalism and empathy.
• - Sending out and following up on potential client intakes to ensure a smooth onboarding process.
• - Tracking inbound referrals and promptly following up with potential clients to provide necessary information.
• - Creating and updating waiting lists to manage client demand and optimize appointment scheduling.
• - Calculating monthly conversion rates to measure the effectiveness of our referral process and marketing efforts.
• - Assisting with other assigned administrative duties to support the smooth operation of the practice.

**Requirements: **

• - Previous experience in administrative or customer service roles is preferred but not required.
• - Excellent communication skills, both written and verbal, with a friendly and compassionate demeanor.
• - Strong organizational abilities and attention to detail to manage appointments and client information effectively.
• - Familiarity with scheduling tools and email management platforms.
• - Self-motivated and able to work independently in a virtual setting.
• - Sensitivity to the confidentiality of client information and adherence to ethical guidelines.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Schedule:

• Monday to Friday

Experience:

• Customer service: 1 year (Required)
• Administrative experience: 1 year (Required)
• Organizational skills: 1 year (Required)