Administrative Virtual Assistant

Job Description

ABOUT JOB

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

Weekly Invoicing

• Prepare and send weekly invoices to school partners and clients
• Track invoice submission dates and payment status
• Follow up professionally regarding missing information or outstanding balances
• Communicate billing questions to leadership as needed

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

Marketing

• Assist with ongoing marketing to schools and community partners
• Maintain school and prospective client contact lists
• Send approved outreach emails and follow-up messages
• Assist with newsletters, email campaigns, flyers, and social media content
• 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 support

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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