Virtual Operations Assistant for Automation

We are a growing small business looking to build solid foundational systems and scale our operations smoothly. We need a highly detailed, efficient, and tech-savvy Virtual Assistant to partner with us in streamlining day-to-day operations, creating reusable template libraries, and setting up automated workflows. You will play a crucial role in organizing our email systems, automating client onboarding and retention, setting up team time tracking, and optimizing our marketing follow-up processes so we can focus on expanding the business. Hours: 10 hours/week to start (Potential to increase as the business grows) Key Responsibilities Template Development & Design: Create, standardize, and maintain operational templates across platforms (Google Docs/Sheets templates, Carepatron intake/client forms, canned email templates, and marketing follow-up scripts). Operations & Email Management: Organize and declutter daily email communications, creating template responses and inbox workflows for high-priority inquiries. Process Automation: Build automated workflows for onboarding new clients, maintaining ongoing client relationships, and following up on business inquiries. System Design & Setup: Establish robust systems within Google Workspace and Carepatron to track internal progress and document standard operating procedures (SOPs) as the business scales. Team & Time Tracking: Implement a clear system to monitor team tasks, project milestones, and employee time tracking. Marketing & Growth Support: Assist with outbound follow-ups, lead management, and basic marketing operational tasks using standardized templates. Required Skills & Experience Small Business & Scaling Mindset: Experience helping small businesses build operations, standardize processes, and organize systems from the ground up. Template Creation Expertise: Demonstrated experience building standardized, reusable templates for client onboarding, intake forms, spreadsheets, documents, and email sequences. Technical Proficiency: Advanced knowledge of Google Workspace (Drive, Docs, Sheets, Forms, Gmail) and platform management (Carepatron experience is a strong plus). Workflow Automation: Hands-on experience using automation tools (e.g., Zapier, Make, or native platform integrations) to connect templates and streamline repetitive tasks. Project & Team Management Tools: Proven track record of setting up task and time tracking systems (e.g., Asana, ClickUp, Notion, or Toggl). Process Documentation: Ability to translate informal processes into clear, written workflows, templates, and SOPs. Communication & Detail: Exceptional written English, quick turnarounds, and high attention to detail.