Role Description The Virtual Medical Assistant will help reduce the clinic's front desk workload by ensuring that every patient call, voicemail, and request receives timely and accurate attention. Success in this role means: - Patients receive professional and responsive assistance. - Calls and voicemails are answered or returned promptly. - Patient requests are documented and routed correctly. - Scheduling follows the clinic's triage protocols. - No important task or patient concern is dropped. Core Responsibilities - Patient Calls and Voicemail Management - Answer inbound patient calls professionally and return missed calls or voicemails promptly. - Gather accurate patient information and determine the appropriate next action. - Escalate urgent or clinical concerns appropriately while maintaining a confident and courteous phone presence. - Patient Request and Task Management - Create to-do tasks in Practice Plus / Nextech for refill requests, patient concerns, and administrative follow-ups. - Route messages accurately to the physician, technician, or appropriate team member. - Monitor pending requests to ensure no patient concern is missed or left unresolved. - Triage-Based Scheduling - Assist new and established patients with appointment requests using the clinic's approved workflow. - Complete required triage steps before scheduling patients who require physician review. - Schedule or reschedule appointments accurately based on approved instructions and urgency guidance. - Patient Communication and Reminders - Send appointment reminder texts using approved clinic scripts through Reach UC. - Handle scheduling-related communication professionally and clearly. - Redirect clinical questions to the appropriate phone or clinical workflow without providing medical advice. - Team Communication and Reporting - Communicate clearly with the clinic team through Microsoft Teams regarding breaks, updates, and pending items. - Submit a daily end-of-day report summarizing completed tasks, unresolved concerns, and escalations. - Maintain consistent accountability, responsiveness, and schedule adherence throughout the shift. - Additional Responsibilities After Training - Verifying insurance eligibility and benefits through Medicare and commercial insurance portals. - Reviewing copays, deductibles, coinsurance, and expected patient responsibility. - Assisting the clinic in determining amounts to collect at the time of visit. - Supporting referral processing and patient scheduling from referral sources. - Following up on claim denials or billing concerns, as assigned. - Conducting professional balance collection calls for overdue patient accounts. Qualifications - At least 1 year of U.S. healthcare administrative experience in a patient-facing role. - Experience handling patient phone calls, appointment scheduling, and voicemail follow-up. - Experience verifying insurance benefits, copays, deductibles, or patient responsibility. - Strong spoken and written English communication skills. - Professional, warm, and confident phone presence. - Strong attention to detail when documenting patient information and requests. - Ability to follow protocols carefully and escalate concerns appropriately. - Proven reliability, ownership, and follow-through. - Ability to work independently in a small clinic environment. - Availability to work the required Eastern Time schedule. - Reliable internet connection, functional computer, clear headset or microphone, and appropriate backup resources. Strongly Preferred Qualifications - Experience supporting an ophthalmology, optometry, retina, cataract, glaucoma, or eye care clinic. - Experience using Nextech / Practice Plus. - Experience using Reach UC or a similar medical phone and texting system. - Experience with triage-based scheduling workflows. - Familiarity with Medicare and commercial insurance portals such as Availity. - Experience supporting referrals, claim denials, or patient balance collections. Systems and Tools - Practice Plus / Nextech: EMR, scheduling, patient records, task management - Reach UC: Patient phone calls, voicemail management, appointment reminder texting - Microsoft Teams: Internal clinic communication and break notifications - Insurance Portals: Eligibility and benefit verification - Online Referral Systems: Referral processing and scheduling - Time Doctor: Productivity and attendance tracking

Role Description We are seeking a proactive, highly organised, and tech-savvy Virtual Assistant to become an integral part of our growing team. This role is ideal for someone who enjoys variety and thrives in a fast-paced environment. You will provide day-to-day support across executive administration, sales support, guest communications, marketing, and business operations while working closely with the Business Owner, Office Manager, and Sales Team. Your primary objective is to streamline daily operations, provide exceptional customer service, and help the leadership team focus on business growth while ensuring outstanding experiences for clients and guests. - Executive & Administrative Support: - Provide day-to-day administrative support to the Business Owner and Office Manager. - Manage calendars, appointments, reminders, and general administrative tasks. - Prepare documents, reports, correspondence, and business files. - Organise and maintain digital filing systems. - Assist with email management and day-to-day business administration. - Complete ad hoc administrative tasks as required. - Sales Administration: - Maintain and update CRM records. - Assist with property listing administration and sales documentation. - Coordinate appointments and client follow-ups. - Support database management and sales administration. - Provide administrative support to the Sales Team. - Guest & Customer Support: - Respond promptly and professionally to guest enquiries. - Manage booking enquiries and guest messaging. - Assist with check-in and check-out communications. - Coordinate maintenance requests with contractors and suppliers. - Coordinate cleaning schedules and property readiness. - Deliver exceptional customer service while maintaining a warm and professional communication style. - Marketing & Business Support: - Assist with Facebook and Instagram content scheduling. - Support promotional campaigns, events, and marketing activities. - Assist with content coordination and marketing administration. - Contribute creative ideas that support business growth and customer engagement. - Operations Support: - Work collaboratively with the Business Owner, Office Manager, and Sales Team. - Assist across multiple areas of the business as operational priorities change. - Learn and utilise business systems efficiently. - Identify opportunities to improve workflows and business processes. - Demonstrate initiative by anticipating tasks and completing them with minimal supervision. Qualifications - 3-5 Yrs previous experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Sales Administrator, or in a similar support role. - Excellent written and verbal English communication skills. - Exceptional grammar, spelling, and professional business writing. - Outstanding customer service and relationship management skills. - Highly organised with exceptional attention to detail. - Proven ability to manage multiple priorities in a fast-paced environment. - Strong problem-solving skills with the ability to work independently. - Tech-savvy with the ability to quickly learn new software and business systems. - Experience using CRM platforms or the ability to quickly adapt to new technology. - Proficiency in Google Workspace, including Google Drive, Google Chat, Gmail, Docs, and Sheets. - Experience with, or willingness to learn, platforms such as REX CRM, Resly, Realworks, and RP Data. - Creative mindset with an interest in supporting marketing and social media activities. - Positive, proactive, adaptable, and collaborative work ethic. - Professional phone etiquette and a warm, engaging communication style. - Ability to support multiple stakeholders while maintaining confidentiality and professionalism. - A genuine passion for delivering exceptional service to clients, guests, and the wider team.

• Manage the executive's complex calendar • Handle email correspondence • Prepare, review, and submit expense reports • Develop and maintain presentation decks • Execute delegated administrative tasks • Arrange and manage domestic and international travel • Coordinate logistics for leadership offsites and Board meetings • Manage scheduling for meetings • Oversee planning for leadership team offsites • Partner with Finance to draft budgets and track adherence

Role Description The Executive Assistant to the Managing Partner is a highly trusted operational partner responsible for keeping executive priorities, client-facing workflows, business development initiatives, meetings, travel, events, financial administration, and special projects moving seamlessly. This role is best suited for an individual who thrives in a high-performance, fast-paced professional services environment where urgency, exceptional attention to detail, and flawless execution are expected every day. The Managing Partner operates with high standards for accuracy, responsiveness, organization, and efficiency. Success in this role requires the ability to anticipate needs, exercise sound judgment, manage multiple competing priorities simultaneously, and consistently deliver high-quality work with minimal oversight. The ideal candidate remains calm under pressure, adapts quickly to changing priorities, communicates proactively, and takes pride in maintaining exceptional attention to detail. While the position generally follows standard business hours, executive priorities, client needs, transactions, and special projects may occasionally require flexibility outside of traditional working hours. This role is ideal for someone who enjoys being an indispensable partner to leadership and is motivated by supporting a growing, high-performing organization. Qualifications - 5+ years of experience in executive support, operations, project coordination, client services, business administration, or a related role. - Exceptional organizational and project management skills. - Strong written and verbal communication abilities. - Ability to manage multiple priorities simultaneously while maintaining attention to detail. - High level of professionalism and discretion handling confidential information. - Strong judgment, business acumen, and problem-solving skills, with the ability to learn quickly and make informed decisions. - Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint. - Based in, or consistently available to work during, the Pacific Time zone. - Experience using AI tools to drive automation, organization, and efficiency. - Proactive, responsive, and comfortable anticipating needs before being asked. - Highly detail-oriented while still able to understand broader business priorities. - Calm under pressure and able to manage urgent requests without losing accuracy. - Resourceful problem-solver who takes ownership and follows through. - Strong communicator who can represent the firm professionally with internal and external stakeholders. - Discreet, trustworthy, and comfortable handling confidential business and personal information. - Entrepreneurial self-starter who enjoys improving processes and creating structure. Requirements - Experience supporting executives, partners, founders, or senior leadership in a fast-paced environment. - Experience in professional services, consulting, finance, investment banking, M&A advisory, legal services, accounting, or a related industry. - Familiarity with CRM systems, DocuSign, billing workflows, and project management tools. - Comfort coordinating with senior external stakeholders, including business owners, investors, attorneys, accountants, referral partners, and service providers. Benefits - Competitive compensation plus semi-annual performance bonuses. - 401(k) with immediate vesting and employer match after one year. - Comprehensive medical, dental, and vision coverage. - Unlimited vacation time and paid sick leave. - Short-term disability insurance. - Three team offsites per year, to connect, recharge, and grow together.