Virtual Administrative Assistant for Growing Medical Practice

About Us We are a compassionate and rapidly expanding medical practice dedicated to delivering exceptional care to our patients. Having been in practice for seven years, we recently moved into a facility four times larger than our previous one, a reflection of our steady growth and commitment to excellence. Our team now includes over 100 employees, with a mix of on-site and remote professionals—so we understand the value and importance of effective collaboration with virtual team members. We are seeking a highly organized and dependable Virtual Administrative Assistant to support our leadership team. In this role, you will work directly with our two physician owners, the Practice Manager, and the on-site executive assistant, ensuring smooth operations and strong communication across the organization. This is not just another virtual role—it’s an opportunity to become a trusted partner to our leadership team, where your contributions will be recognized, valued, and rewarded. Why Work With Us? -Be part of a supportive, growth-oriented environment. -Gain long-term stability with a team that invests in your success. -Enjoy opportunities for advancement as our practice expands. -Get recognized and rewarded for high-quality, reliable work. What We’re Looking For We’re seeking someone who thrives in a remote work environment, is proactive, detail-oriented, and understands the importance of confidentiality and timeliness in healthcare operations. You must have excellent communication skills, mastery of U.S. English (both written and spoken), and the ability to work independently while keeping the bigger picture in mind. Bilingual ability in Spanish and English is a plus, but not required. Key Responsibilities Set up and disable employee access to systems during onboarding/offboarding Maintaining an organizational chart Manage and track access to various internal and external portals Review and prioritize administrators’ emails Coordinate calendars, schedule meetings, and manage appointments Take detailed meeting notes and distribute as needed and ensure follow-up on action items Schedule staff evaluations and track completion Assist with resume reviews and interview scheduling Review hours logged by Virtual Staff and monitor productivity Coordinate and schedule vendor meetings and lunches Call vendors and manage communication as needed Perform other administrative duties as assigned Required Skills & Qualifications Fluent in English (spoken and written) 2+ years of remote administrative experience Detail-oriented with strong organizational skills Ability to streamline communication and solve problems independently Experienced in handling sensitive and confidential information Self-starter with a proactive mindset Strong time management and multitasking abilities Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams, etc.) Previous experience in healthcare or medical administration is a plus