• Manages complex scheduling and calendar logistics with a high degree of autonomy, independently evaluating issues, anticipating challenges, and driving solutions to maximize the CEO's time efficiency • Develops, tracks, and manages discrete project plans in Asana to keep executive office operations, travel, and personal commitments strictly aligned • Coordinates travel arrangements and itineraries, adapting existing tools and frameworks to better fit the shifting needs of the executive office • Tracks and reminds the CEO of key team celebrations and organizational milestones, managing the timeline to ensure timely celebration and recognition • Develops and maintains strong relationships with the development team, collaborating across functions to align on routines and ensure the seamless completion of grant and funding deliverables • Drafts high-level professional communications and manages executive social media channels, adapting communication styles to context and purpose across diverse audiences • Manages expense reporting workflows, proactively identifying workflow efficiencies, following up with vendors, and leading the end-to-end reconciliation process • Provides informal guidance, feedback, and operational expertise to other administrative or support team members to improve organization-wide administrative workflows • Manages and executes virtual and in-person board meeting logistics with full ownership, driving progress toward deadlines and ensuring all outcomes are delivered on time • Communicates clearly across diverse audiences, preparing and delivering critical logistical and committee requirements to senior leadership • Attends formal meetings to capture accurate minutes and evaluates existing digital filing systems to maintain high-quality, easily accessible records • Manages onboarding projects and tracks recruitment steps for new board members, adapting existing templates and resources based on predefined guidelines • Updates and refines annual board collateral, recruitment overviews, and demographic reporting frameworks to accurately support grant and compliance requirements • Manages and executes the annual and ongoing collection of conflict of interest surveys, taking full ownership of the timeline, tracking system, and data integrity • Embodies organizational values in all daily interactions with the governing board, actively fostering trust, collaboration, and professional relationship management • Independently resolves complex travel-related logistics and unexpected challenges for site visits and educational tours • Directs advisory council meeting logistics by actively evaluating and anticipating stakeholder needs to foster deep external relationships • Provides specialized administrative expertise to serve as a resource for others, evaluating the effectiveness of follow-up processes and implementing improvements

Role Description We are seeking a reliable and detail-oriented Mental Health Medical Receptionist & Billing Virtual Assistant to support a growing mental health practice with: - Patient scheduling - Billing - Prior authorizations - Insurance verification - Front desk operations The ideal candidate is comfortable handling patient phone calls, managing administrative workflows, and assisting with billing-related tasks while maintaining a professional and compassionate patient experience. Experience working in a healthcare setting, particularly mental health, is highly valued. Qualifications - Proficient in speaking and writing English very clearly - Relevant work experience - Previous healthcare, medical office, or patient-facing experience preferred - Experience with billing, prior authorizations, or insurance verification preferred - Experience using EHR/EMR systems required - Experience with Tebra is strongly preferred - Mental health practice experience is a plus - Previous virtual assistant experience preferred Requirements - Must be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding (mandatory) - Must be available for video meetings with your camera on (when needed) - Device: Reliable laptop or desktop computer - Internet: High-speed connection (minimum 25 Mbps) - Audio: Noise-canceling headset - Video: Webcam for virtual meetings - Workspace: Quiet, professional environment Benefits - Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication - Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks - HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients - Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention - Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule - Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client - Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best - Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance

Role Description We are looking for a highly organized, proactive, and business-oriented Executive Assistant to support the CEO in managing strategic priorities, business operations, stakeholder communication, and executive administration. The ideal candidate should possess strong analytical abilities, excellent communication skills, and the ability to work effectively across multiple functions while maintaining confidentiality and professionalism. Key Responsibilities - Manage the CEO's calendar, meetings, appointments, travel schedules, and priorities. - Coordinate internal and external communications, including emails, stakeholder interactions, and follow-ups. - Prepare meeting agendas, minutes of meetings (MoMs), presentations, reports, and executive summaries. - Track strategic initiatives, action items, and cross-functional projects to ensure timely completion. - Consolidate MIS reports, monitor key business metrics, and prepare leadership dashboards. - Support business planning, operational reviews, market research, and data-driven decision-making. - Collaborate with Sales, HR, Finance, Delivery, and Marketing teams to drive organizational objectives. - Handle confidential information with a high level of discretion and professionalism. - Support governance, compliance, and administrative activities for the CEO's Office. - Follow up with internal and external stakeholders to ensure execution of key deliverables. Qualifications - Excellent verbal and written communication skills. - Strong proficiency in AI productivity tools, MS Excel, PowerPoint, and business reporting. - Strong business acumen and analytical mindset. - Ability to prepare presentations, dashboards, and management reports. - Effective stakeholder management and follow-up skills. - Strong organizational, multitasking, and time-management abilities. - High level of confidentiality, professionalism, and attention to detail. - Ability to work independently in a fast-paced environment. Requirements - 3–7 years of experience as an Executive Assistant, Executive Coordinator, Chief of Staff Associate, CEO's Office Executive, Business Operations Executive, or a similar role supporting senior leadership. - Experience in stakeholder management, executive support, business reporting, and cross-functional coordination. - Exposure to project tracking, MIS reporting, and business operations will be an added advantage. Education - Bachelor's degree in Business Administration, Management, Commerce, Engineering, or a related field. - MBA is a plus but not mandatory. What We Are Looking For - Strong ownership mindset and execution capability. - Ability to anticipate needs and proactively solve problems. - Excellent coordination and follow-through skills. - Comfort working directly with senior leadership and managing multiple priorities simultaneously.

Role Description This is not a traditional Executive Assistant role. You will be the operational right hand to the CEO, helping manage priorities, coordinate projects, follow up with internal team members, and ensure that nothing falls through the cracks. You will be responsible for keeping tasks on track, chasing updates, maintaining accountability, and creating order from chaos. The ideal candidate is highly organised, detail-oriented, proactive, and confident communicating with people at all levels. Key Responsibilities - Executive Support - Manage CEO inbox and communications - Prioritise emails and action items - Prepare meeting agendas and summaries - Coordinate appointments and scheduling - Organise documents and business records - Assist with reporting and business administration - Project Coordination - Track multiple projects simultaneously - Monitor deadlines and deliverables - Follow up with team members for updates - Escalate risks, bottlenecks, and delays - Ensure tasks are completed on time - Maintain project trackers and dashboards - Assist with SOP documentation and process improvement - Team Accountability - Chase outstanding actions and deliverables - Follow up with staff regarding deadlines - Coordinate communication between departments - Ensure commitments made by team members are followed through - Keep leadership informed of project status - Operations Support - Maintain Asana task boards - Update operational reports - Assist with recruitment and onboarding administration - Support client delivery teams where required - Handle ad hoc operational projects Qualifications - Excellent written and spoken English - Exceptional attention to detail - Strong organisational skills - Ability to manage multiple priorities simultaneously - High level of initiative and ownership - Strong follow-up and accountability skills - Professional communication skills - Ability to work independently - Comfortable working in a fast-paced environment - Experience using project management software Requirements - Preferred - Executive Assistant experience - Project Coordinator experience - Experience supporting Australian businesses - Experience with Asana, Google Workspace, Slack, and CRM systems - Recruitment or outsourcing industry experience Success Looks Like - After 90 days: - CEO inbox is organised and controlled - Follow-ups happen without being requested - Deadlines are consistently met - Team accountability improves - Projects move forward faster - Leadership has visibility across key initiatives - Important tasks no longer fall through the cracks Key Attributes - Extremely organised - Detail obsessed - Reliable - Resourceful - Assertive but professional - Proactive rather than reactive - Calm under pressure - Highly accountable - Solutions focused Application Instructions To be considered, applicants must submit: - Updated CV - 2-minute video introduction - Written response to the following question: - Describe a situation where you had to manage multiple priorities and chase several stakeholders to achieve a deadline. What was the outcome? Applications without all three requirements will not be considered.