• Work 40 hours per week as a virtual assistant • Be the first point of contact and manage the inbox effectively • Support in the sales process and marketing campaign • Manage online presence and public relations • Support team with ad-hoc projects and task management • Handle data and other administrative tasks

• Manage incoming and outgoing emails, ensuring timely responses and follow-ups • Process and track client referrals; prompt completion of referral forms and assign them to the appropriate clinician • Monitor escalation reports and flag service delays or concerns • Schedule appointments and manage the directors calendar • Send assessment confirmations and appointment reminders to clients • Provide a daily summary of referrals, quotes, and outstanding actions via WhatsApp • Handle cancellations and rescheduling requests • Perform light reception tasks and respond to client enquiries • Generate and manage invoices in Xero across two separate business entities • Ensure accurate invoice submissions to prevent rejections • Process remittance advice and forward records to the bookkeeper • Liaise with providers for invoice clarifications and ensure clean reconciliation • Follow up on outstanding invoices and payments • Process contractor invoices in a timely manner • Send daily summaries of invoicing activity via email

• Manage complex calendars for senior stakeholders across multiple time zones • Schedule internal and external meetings while ensuring efficient use of executives’ time • Anticipate and resolve calendar conflicts, scheduling overlaps, and last minute changes • Coordinate meeting logistics and ensure executives are fully briefed and prepared • Maintain visibility across multiple stakeholders’ schedules and priorities • Handle domestic and international travel arrangements, including flights, hotels, and ground transportation • Coordinate with travel providers or appointed travel partners to ensure bookings are accurate and aligned with executives’ preferences • Prepare clear and complete travel itineraries • Process, track, and reconcile executive expenses in line with company policies • Maintain complete and accurate records of receipts, submissions, and approvals • Use internal expense systems and tools efficiently • Manage communication through Outlook, email, and other internal systems • Provide administrative follow through on action items, documents, and executive requests • Maintain a high level of confidentiality and professionalism in handling sensitive information

• Manage the VP’s calendar by prioritizing meetings, resolving conflicts, and ensuring alignment with strategic priorities • Manage team calendars and meeting requests to support overall scheduling needs • Coordinate domestic and international travel, prepare detailed itineraries, and manage expense reporting through Concur • Prepare, proofread, and edit materials, presentations, and reports for executive and cross-functional meetings • Manage and assist with event planning, meetings, and all key meetings within the Medical Affairs function to ensure seamless execution and alignment • Track decisions, deliverables, and follow-ups to ensure accountability and timely execution • Provide onboarding support for new vendors and agencies, ensuring they have the required access, documentation, and enablement materials • Manage contracts, SOW submissions, vendor onboarding, route agreements for review and approval in partnership with Legal and Finance • Track and manage event budgets, ensuring financial accuracy and reporting transparency • Coordinate with the hiring team to support the build-out of the Medical Affairs organization • Handle confidential information with professionalism, discretion, and sound judgment • Partner with other administrative staff to maintain consistency, alignment, and coverage across departments