We are seeking a highly organized, dependable, and proactive Administrative Virtual Assistant to support the daily administrative and operational needs of Integral Partnerships and affiliated private practice services.
This role will provide executive support, coordinate communication with school partners and therapists, manage weekly invoicing and timesheets, respond to inquiries, assist with marketing, and help maintain efficient day-to-day operations.
The ideal candidate is detail-oriented, professional, responsive, comfortable communicating by phone and email, and able to manage multiple priorities independently in a remote work environment.
Duties
- Provide administrative support to company leadership
- Manage reminders, deadlines, and follow-up tasks
- Assist with email organization and routine correspondence
- Prepare documents, spreadsheets, forms, and reports
- Maintain organized digital files and company records
- Track projects and administrative action items
- Assist leadership with special projects and daily operational needs
Timesheet Collection
- Collect weekly timesheets from therapists and team members
- Review timesheets for completeness and accuracy
- Follow up on missing or incomplete submissions
- Organize timesheets for invoicing and payroll purposes
- Maintain accurate weekly timesheet records
Communication
- Respond to routine school inquiries by phone and email
- Follow up on schedules, documents, invoices, meetings, and service-related requests
- Maintain professional and positive communication with school administrators
- Route clinical, contractual, or urgent matters to the appropriate team member
Marketing
- Send approved outreach emails and follow-up messages
- Schedule approved social media posts
- Help track prospective partnerships and marketing follow-ups
- Support outreach for educational and private practice services
Customer Service
- Provide professional and courteous customer service
- Respond promptly to general questions and inquiries
- Direct individuals to the appropriate team member
- Maintain a welcoming and solutions-focused approach
- Document important concerns, requests, and follow-up needs
- Protect confidential information at all times
Phone Support
- Answer and return calls through the company phone system
- Monitor voicemail messages
- Respond to routine questions using approved information
- Maintain clear notes regarding calls and required follow-up
- Provide professional phone
Meeting Coordination
- Schedule quarterly leadership, and team meetings
- Send calendar invitations and reminders
- Assist with coordinating meetings with school partners and community organizations
- Respond to prospective client and family inquiries
- Assist with appointment scheduling and follow-up communication
- Send intake forms, service information, and approved documents
- Receive provider timesheets and organize billing information
- Assist with private practice invoicing and payment tracking
- Support client retention, referral outreach, and community marketing
- Help maintain organized client and provider records
- Complete administrative duties needed to support smooth private practice operations
Inquiries
- Respond promptly using approved templates and information
- Contact prospective clients, schools, and community partners
- Track each inquiry and document follow-up activity
- Route inquiries to the appropriate department or team member
- Follow up with leads who have not responded
- Maintain an organized inquiry and contact tracking system
Qualifications
- Previous virtual assistant, administrative assistant, customer service, or office support experience preferred
- Excellent written and verbal communication skills
- Strong organizational and time-management abilities
- High attention to detail
- Professional phone and email etiquette
- Ability to work independently and meet deadlines
- Ability to manage confidential information
- Dependable internet connection and professional remote workspace
- Comfortable working with multiple businesses, team members, and priorities
Preferred Experience
Experience with the following is preferred:
- Google Workspace
- Microsoft Office
- QuickBooks or invoicing software
- Canva
- Google Voice or other business phone systems
- Social media platforms
- Email marketing platforms
- Project management systems
- Educational staffing, therapy services, healthcare, or private practice administration
Ideal Candidate
The ideal candidate:
- Is organized, dependable, and responsive
- Takes initiative and follows through on tasks
- Communicates professionally with schools, therapists, families, and leadership
- Can prioritize responsibilities without constant supervision
- Is comfortable handling phone calls, emails, billing, marketing, and scheduling
- Enjoys creating organized systems and supporting a growing company
- Maintains professionalism and confidentiality
We are looking for a reliable Administrative Virtual Assistant who can provide consistent support, strengthen communication, and help maintain efficient operations across our educational and therapy services.
Pay: $16.00 – $20.00 per hour
Benefits:
Work Location: Remote
