• Confirm the following day's appointments by text via Ring Central — e.g., message all Wednesday patients on Tuesday to confirm. • Respond to incoming patient text messages promptly throughout assigned shifts; the practice communicates with patients exclusively by text, never by phone call. • Schedule and manage bookings in Dr. Chrono (already configured) across multiple providers — Jolene, Elise, Birdie, and Neta. • Ask new/incoming patients what service they're booking (facial, massage/physical therapy, etc.) and route them to the right provider. • Collect insurance card details and date of birth/ID from new patients so eligibility can be verified by the practice owner. • Handle day-of scheduling requests (e.g., a patient texting mid-day asking for a Thursday or Saturday slot) by checking availability in Dr. Chrono and confirming back. • Flag anything unclear or any patient who needs owner attention rather than guessing. • Once ramped up: proactively reach out to existing patients on the client list to encourage booking new appointments (light marketing/outreach).

Role Description We are looking for a highly organized, proactive, and technology-driven Executive Assistant who can support leadership while helping manage sales, marketing, reporting, communication, and administrative operations. This is not a traditional administrative assistant position. The ideal candidate will understand HubSpot, AI tools, sales technology, inbox management, presentations, proposals, reporting, and customer communication. We need someone who can take ownership, follow through on assignments, communicate professionally, and use technology to make the organization more efficient. What You’ll Do - Executive and Administrative Support - Manage calendars, inboxes, meetings, appointments, priorities, and follow-up tasks. - Monitor executive and company inboxes, identify important messages, and organize communications by priority. - Draft and send professional email responses with proper approval and context. - Track outstanding requests, deadlines, commitments, and action items. - Prepare leadership for internal, prospect, and client meetings. - Maintain confidentiality when working with sensitive company, employee, prospect, and client information. - HubSpot Sales and Marketing Support - Use HubSpot’s Marketing Hub, Sales Hub, CRM, and reporting tools. - Maintain accurate contact, company, deal, and activity records. - Create and update deals, tasks, notes, lists, properties, pipelines, and workflows. - Help build and manage email campaigns, forms, landing pages, lists, and basic automations. - Build HubSpot reports and dashboards for sales, marketing, pipeline, revenue, lead generation, and team activity. - Monitor CRM data quality and correct incomplete, duplicate, or outdated information. - Track prospects and clients throughout the sales process. - Help ensure that leads and sales opportunities receive timely follow-up. - Document processes and maintain organized records inside HubSpot. - Sales and Revenue Operations - Use prospecting and sales intelligence tools such as Apollo to research companies, identify contacts, and build targeted prospect lists. - Support outbound prospecting and lead-generation campaigns. - Help prepare meeting agendas, discovery notes, follow-up emails, and sales materials. - Create professional quotes, proposals, and sales documents. - Help manage quote approvals, revisions, delivery, and electronic signatures. - Track proposal status and follow up on unsigned or unanswered quotes. - Keep sales pipelines, deal stages, next steps, close dates, and forecast information updated. - Produce weekly reports covering pipeline activity, opportunities, follow-ups, meetings, and revenue progress. - Calls and Meetings - Schedule, organize, and help facilitate internal, prospect, and client calls. - Prepare agendas and ensure participants have the correct meeting information and materials. - Take clear meeting notes and capture decisions, assignments, owners, and deadlines. - Use AI tools to summarize transcripts and convert conversations into organized action items. - Send follow-up communication after meetings. - Make sure all notes, recordings, and next steps are documented in HubSpot. - Follow up with team members to ensure assigned action items are completed. - AI and Automation - Use Claude and ChatGPT to improve research, writing, meeting preparation, reporting, communication, and administrative workflows. - Understand how to work with MCP integrations, connected applications, and AI-enabled tools. - Use AI responsibly to analyze information, draft communications, summarize meetings, and organize company knowledge. - Review all AI-generated work for accuracy, tone, confidentiality, and brand alignment. - Identify repetitive tasks that can be improved through AI, HubSpot workflows, integrations, or automation. - Learn new tools quickly and help document effective AI processes for the team. - Presentations and Documents - Create professional presentations in Google Slides and other presentation tools. - Help build proposals, quotes, reports, and sales presentations using HubSpot data. - Turn ideas, notes, and meeting transcripts into clear, well-structured presentations. - Use AI-assisted design tools to improve layouts, messaging, and visual consistency. - Maintain branded templates for proposals, presentations, reports, and other company documents. - Proofread all materials for accuracy, grammar, formatting, and brand consistency. Qualifications - Previous experience as an executive assistant, sales coordinator, marketing coordinator, or revenue operations assistant. - Strong working knowledge of HubSpot sales and marketing tools. - The ability to create useful reports and dashboards in HubSpot. - Experience using AI tools in real business workflows. - Strong professional writing, editing, and proofreading abilities. - Excellent verbal communication and phone skills. - The ability to communicate professionally with executives, employees, prospects, and clients. - Strong attention to detail and a commitment to accuracy. - Excellent organization, prioritization, and time-management skills. - The ability to manage multiple inboxes, projects, meetings, and deadlines. - A proactive mindset and the ability to anticipate what needs to happen next. - The judgment to know when to act independently and when approval is required. - The ability to protect confidential and sensitive information. - Dependability, professionalism, curiosity, and consistent follow-through. Benefits - Fully remote position with flexible working hours. - Opportunity to work with a dynamic, growth-driven team. - Paid Time Off.

Role Description This role supports a mental health practice focused on root-cause psychiatry and holistic care. The VA will assist with a blend of front desk, billing, patient communication, lead generation, and administrative tasks. Ideal candidates will have a calm, warm voice, be experienced in mental health settings, and be confident with insurance verification, scheduling, and payment collection. Qualifications - Prior mental health or psychiatric practice experience strongly preferred - Experience using Weave (VoIP) and Healthie (EHR) strongly preferred - Experience with insurance verification, billing, and copay collection Requirements - Must speak and write English clearly and professionally - Must have relevant work experience - Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory) - Must be available to attend video meetings with camera on when required - Excellent, clear English speaking skills with a gentle tone - Confident in handling phone-based patient conversations - Familiarity with mental health philosophy: root-cause approach, functional medicine, nutrition’s role in care - Empathetic and professional communication skills - Social media savvy – especially Instagram DM engagement - Organized, detail-oriented, and self-motivated 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

• Assist with a blend of front desk, billing, patient communication, lead generation, and administrative tasks. • Phone & Patient Communication: Answer inbound calls and make outbound follow-ups, assist with medication refill requests, communicate with empathy and warmth. • Scheduling & Administrative Tasks: Set and confirm appointments, conduct patient call follow-ups, manage insurance eligibility verification.