Full-Time Virtual Assistant — Operations, Scheduling, Outreach & Business Development

Full-Time Virtual Assistant — Operations, Scheduling, Outreach & Business Development We are looking for a highly organized, proactive full-time Virtual Assistant / Operations Coordinator to support a growing mobile and community-focused dental healthcare organization in the Milwaukee area. This is not a traditional VA role where you simply wait for tasks to be assigned. We are looking for someone who can become deeply involved in the day-to-day operations of the business, help keep the team organized, identify opportunities, follow up consistently, and take as much administrative and operational work off leadership's plate as possible. The ideal person is resourceful, professional, extremely organized, comfortable communicating with schools and organizations, and naturally looks for ways to improve a business. What You'll Be Responsible For Scheduling & Coordination Help coordinate dental programs, school visits, community events, meetings, and other appointments Communicate with schools, administrators, community organizations, staff, and other partners Confirm upcoming programs and appointments Send reminders and follow-ups Maintain organized calendars and schedules Identify scheduling conflicts before they become problems Make sure everyone involved knows where they need to be and what needs to happen School & Community Outreach A major part of the role will be helping us expand relationships with schools and community organizations. You will: Research schools, school districts, daycares, community organizations, nonprofits, churches, and other potential partners Identify the correct decision-makers and contact information Conduct outreach by email and, when appropriate, phone Introduce our dental programs and services Follow up consistently with interested organizations Maintain an organized outreach pipeline Re-engage previous contacts and partners Help coordinate meetings and next steps with potential partners We want someone who understands that good outreach often requires multiple thoughtful follow-ups rather than sending one email and moving on. Partnerships & Business Development We want you actively looking for opportunities to help the organization grow. This may include: Finding potential partnerships and collaborations Identifying community events or programs we should participate in Researching organizations that could refer patients or work with us Looking for opportunities with schools, nonprofits, employers, community groups, healthcare organizations, and local institutions Researching potential contracts, programs, grants, or other growth opportunities Keeping a running list of business development ideas and opportunities Following up and helping move promising opportunities forward Team Organization & Follow-Up You will help make sure things actually get done. Responsibilities may include: Checking in with team members regarding outstanding tasks Maintaining task lists and deadlines Following up on incomplete items Organizing internal meetings Preparing agendas and notes Tracking action items after meetings Keeping important documents and information organized Creating simple systems and SOPs where needed Helping leadership stay aware of what needs attention Marketing & Online Presence You will also help us strengthen our overall presence. Depending on your experience, this may include: Keeping Google Business and other business listings accurate Helping coordinate social media content Researching content ideas Identifying local organizations, events, and people we should collaborate with Requesting and organizing patient/partner reviews when appropriate Researching competitors and similar organizations Finding ways to improve our visibility in the Milwaukee community Coordinating with freelancers or marketing vendors when needed You do not necessarily need to personally be an expert graphic designer or marketer. The priority is being able to coordinate, research, organize, and make sure initiatives move forward. Research & Continuous Improvement We want someone who thinks beyond today's task list. You should regularly ask: What are we missing? What could be organized better? Who should we be contacting? What opportunities are available that we haven't pursued? Where are things falling through the cracks? What could save the team time? How could we improve the patient, school, or partner experience? We value someone who will bring ideas to us rather than simply waiting for instructions. Ideal Candidate You would be a strong fit if you are: Extremely organized Reliable and consistent Proactive Comfortable following up with people An excellent written communicator Professional on phone calls and emails Good at internet research Comfortable working independently Able to manage multiple projects simultaneously Comfortable learning new software Detail-oriented Resourceful when you don't immediately know the answer Comfortable holding team members accountable in a respectful way Interested in helping build systems and improve a growing organization Excellent spoken and written English is required. Helpful Experience Experience in any of the following is a plus: Healthcare Dental practices Medical offices School outreach Community health Business development Sales/outreach Operations Executive assistance Project management CRM management Marketing coordination Healthcare experience is helpful but not required if you are an exceptional operator who learns quickly. Tools You should be comfortable learning and working with tools such as: Google Workspace Gmail Google Calendar Google Sheets Microsoft Office CRM systems Project management software ChatGPT / AI productivity tools Experience with automation tools or creating efficient workflows is a major plus. Hours This is intended to become a full-time, long-term role. Because much of our work involves communicating with schools, organizations, and team members in Wisconsin, you must have meaningful availability during U.S. Central Time business hours. We are looking for someone who wants to grow with the organization rather than someone looking for a short-term project. What Success Looks Like Within a few months, we want you to know the organization well enough that leadership does not have to constantly tell you what to do. You should be able to say things like: "These five schools need follow-up." "I confirmed next week's schedule with everyone." "I found three organizations we should partner with." "This team member still owes us this item, and I've followed up." "I noticed we're losing opportunities here, so I created a better process." "Here are the outreach numbers and responses from this week." "I found an event/program/partnership that I think we should pursue." Our goal is for you to become a trusted operational right hand to the organization. To Apply Please answer the following questions in your proposal: Tell us about the most similar role you've had. Have you managed outreach or business development before? What did that involve? Have you coordinated schedules for multiple people or locations? Give an example of a process or business you helped organize or improve. If we gave you a list of 100 Milwaukee-area schools and asked you to develop partnerships with them, how would you approach it? What tools have you used for CRM, project management, scheduling, and outreach? What hours are you available in U.S. Central Time? Are you looking for a long-term full-time position? Please begin your application with the words "DENTAL OPERATIONS" so we know you read the entire posting. We are especially interested in applicants who can demonstrate that they are proactive problem-solvers rather than task-takers.