Virtual Assistant for Admin Support

We are seeking a reliable, detail-oriented Virtual Assistant to provide administrative and coordination support. This role requires strong organization, discretion, and the ability to manage multiple priorities efficiently. Key Responsibilities 1. Scheduling & Calendar Management ● Manage and maintain daily, weekly, and monthly calendars. ● Schedule personal, professional, and medical appointments ● Coordinate availability across multiple parties and time zones when needed ● Send reminders and ensure all appointments are confirmed 24–48 hours in advance ● Proactively resolve scheduling conflicts and optimize calendar flow 2. Medical Appointment Coordination ● Book medical, dental, and specialist appointments as needed ● Confirm appointments prior to scheduled dates ● Follow up on missed appointments or rescheduling needs ● Track upcoming medical visits and ensure continuity of care reminders ● Maintain confidentiality and accuracy of all health-related scheduling 3. Billing & Financial Coordination ● Track incoming and outgoing invoices ● Organize and categorize billing documents ● Coordinate payments and ensure timely processing of bills ● Monitor recurring expenses and flag discrepancies ● Maintain accurate records for financial tracking and reporting 4. Reimbursements & Expense Tracking ● Collect, verify, and organize receipts and expense documentation ● Prepare reimbursement summaries for review and submission ● Ensure all reimbursements are processed in a timely manner ● Maintain a clear and organized expense tracking system ● Follow up on pending reimbursements when necessary 5. Administrative Support ● Manage email inbox organization and prioritization (when applicable) ● Assist with document creation, organization, and filing ● Coordinate with vendors, service providers, and external contacts ● Support ad-hoc administrative and operational tasks as needed Core Skills & Qualifications ● Strong organizational and time management skills ● High attention to detail and accuracy ● Excellent written and verbal communication skills ● Ability to handle confidential information with discretion ● Proactive problem-solving mindset ● Experience with calendar management and scheduling tools ● Familiarity with billing, invoicing, or bookkeeping tools is a plus Ideal Attributes ● Calm under pressure and able to multitask effectively ● Reliable, consistent, and self-directed ● Strong sense of accountability and ownership ● Tech-savvy and quick to learn new systems ● Service-oriented mindset with a focus on making life easier Performance Expectations ● Tasks are completed accurately and on time ● Proactive communication on updates, delays, or issues ● Minimal need for follow-ups or reminders ● Continuous improvement in systems and workflow efficiency Ideal Candidate: Someone who is proactive, dependable, and highly organized, able to anticipate needs, manage details efficiently, and ensure nothing falls through the cracks.