Full-Time Virtual Assistant — Animal Rescue Coordinator, Veterinary Admin & Family Scheduling

Position Overview We are seeking a highly organized, dependable, and compassionate full-time Virtual Assistant to support an animal rescue organization, a veterinary practice, and the family that operates both organizations. This is a long-term position with a guaranteed 36–40 hours per week. The largest part of the role will involve serving as a coordinator for the Homeless Pets Foundation, an animal rescue organization that helps homeless dogs and cats find permanent homes. Because this position involves frequent phone conversations with pet adopters, foster families, volunteers, veterinary team members, and other contacts, candidates must have excellent English-speaking and communication skills. We are looking for someone who can take ownership of responsibilities, follow established processes, communicate professionally, and manage many small details without allowing tasks to fall through the cracks. Primary Responsibilities 1. Animal Rescue Coordination — Primary Role You will help manage the day-to-day coordination of the Homeless Pets Foundation’s adoption and foster programs. Responsibilities will include: Calling prospective pet adopters and conducting initial screening interviews Asking thoughtful questions to help determine whether an applicant is a good match for a particular pet Documenting conversations accurately and communicating findings to the rescue team Following up with adoption applicants throughout the approval process Coordinating meet-and-greet appointments between adopters, foster families, and rescue pets Communicating with foster families regarding pet availability, appointments, medical needs, and adoption updates Helping ensure that adoption applications and required documentation are completed Coordinating with volunteers and helping communicate volunteer needs, schedules, and assignments Maintaining organized records of applicants, foster families, volunteers, pets, and outstanding tasks Following established adoption procedures while using good judgment and escalating concerns when appropriate Providing applicants and foster families with a professional, compassionate, and responsive experience This role requires someone who is comfortable speaking on the phone, asking detailed questions, handling sensitive conversations, and occasionally delivering disappointing information in a respectful manner. 2. Veterinary Practice Administrative Support You will also assist with administrative projects for a busy veterinary practice. Responsibilities may include: Making and receiving phone calls Organizing documents, spreadsheets, forms, and digital records Entering and reviewing information for accuracy Following up with employees, vendors, clients, or other contacts Helping coordinate projects and recurring administrative tasks Updating task-management systems and checklists Preparing reports or summaries Assisting management with scheduling, communication, and operational follow-up Completing other administrative duties as assigned Experience working with a veterinary practice, medical office, animal-related business, or customer-service organization is helpful but not required. 3. Family and Personal Scheduling Support You will help coordinate the schedule of the family that owns the veterinary practice and manages the rescue organization. Responsibilities may include: Managing appointments and calendar entries Coordinating children’s activities, family appointments, household services, and travel-related tasks Confirming reservations and appointments Communicating with service providers Sending reminders and following up on outstanding items Helping ensure that personal and professional scheduling conflicts are identified and resolved Maintaining confidentiality regarding personal, family, business, and financial information Schedule and Availability Guaranteed 36–40 hours per week This is intended to be a long-term, full-time position You must be consistently available during the agreed-upon working schedule You may not perform work for another employer or client during the hours assigned to this position Candidates must have a quiet and professional environment for phone calls Reliable high-speed internet, a dependable computer, and a quality headset are required Some working hours must overlap with the Eastern Time Zone in the United States The final schedule will be discussed during the interview process. Required Qualifications: Excellent spoken and written English Professional, friendly, and confident phone communication High attention to detail Strong organizational and time-management skills Ability to manage multiple responsibilities and follow-up items simultaneously Ability to document phone conversations clearly and accurately Comfortable asking applicants detailed questions and identifying potential concerns Compassion for animals and an understanding of the responsibility involved in pet adoption Reliable attendance and punctuality Ability to follow written procedures and checklists Ability to work independently without constant supervision Strong judgment and willingness to ask for guidance when needed Discretion when handling confidential business and family information Comfortable using calendars, spreadsheets, email, cloud-based documents, and task-management software Preferred Qualifications Previous experience as a virtual assistant, executive assistant, coordinator, or office administrator Experience with animal rescue, foster programs, veterinary practices, shelters, or pet adoption Experience conducting phone interviews or screening applicants Experience coordinating volunteers Experience managing calendars for a business owner or family Familiarity with Google Workspace, Slack, task-management platforms, and customer-management systems Experience working remotely in a full-time position Personal Characteristics We Value The right person will be: Compassionate but able to remain objective Extremely dependable Detail-oriented Proactive rather than reactive Comfortable taking ownership of tasks Calm and professional during difficult conversations Persistent with follow-up Able to recognize when something does not seem right Respectful of established systems and procedures Interested in becoming an important, long-term member of our team