At Remote Raven, we are looking for a highly organized and proactive Operations & Administrative Support virtual assistant to own and manage day-to-day operational tasks that support the business. This role ensures that patient communication, scheduling, operational workflows, and internal systems run smoothly across multiple platforms. The ideal person thrives in a fast-paced virtual environment and takes pride in keeping things running seamlessly behind the scenes.
What You'll Do
- Own and manage daily operational tasks for the company
- Manage the company inbox, including email and text communications
- Monitor communications and ensure timely follow-up with patients and team members
- Support operational workflows and ensure systems are organized and functioning efficiently
- Manage patient scheduling, confirmations, and rescheduling
- Handle patient communication through email, text, and scheduling platforms
- Confirm appointments and follow up with patients as needed
- Troubleshoot scheduling conflicts and resolve patient scheduling issues
- Maintain accurate patient documentation and communication records
- Support treatment planning workflows to ensure a smooth patient experience
- Assist with processing payments and managing patient transactions
- Help ensure operational continuity between scheduling, treatment planning, and payment systems
- Own Monday Board patient creation and ongoing record maintenance
- Ensure tasks, workflows, and team updates are documented and tracked consistently
- Update project boards and maintain visibility of progress across all active initiatives
- Oversee Myo Kit shipping and fulfillment
- Ensure orders are processed accurately
- Track and confirm delivery with patients
- Assist with developing and improving internal processes and procedures
- Participate in brainstorming sessions with the leadership team
- Gather input and feedback from team members about operational challenges
- Identify opportunities to improve systems, workflows, and overall efficiency
- Troubleshooting software issues as they arise
- Assisting team members with platform usage and questions
- Ensuring the team lead's Zoom account maintains available storage space for recordings
What We're Looking For
- Extremely organized and detail-oriented with a strong sense of ownership
- Tech-savvy and comfortable learning new platforms quickly
- Proactive and solution-focused — anticipates needs before they become problems
- Strong communicator, both written and verbal
- Comfortable managing multiple projects and priorities simultaneously
- Able to take initiative and work independently with minimal direction
- Experienced in virtual assistant, operations, or administrative roles
Nice to Have
- Prior experience with Monday.com — task and project management
- Prior experience with SimplePractice — patient management and scheduling
- Prior experience with HoneyBook — client and project workflows
- Prior experience with Kajabi — course and content platform
- Prior experience with Google Drive / Google Workspace — file management and collaboration
- Prior experience with Canva — design and content creation
- Prior experience with Calendly — appointment scheduling
- Prior experience with Zoom — virtual meetings and recordings
- Prior experience with PowerPoint — presentations
- Prior experience with Outlook — email and calendar management
- Prior experience with Mailchimp — email marketing
Technical Stack
- Monday.com, SimplePractice, HoneyBook, Kajabi, Google Drive / Google Workspace, Canva, Calendly, Zoom, PowerPoint, Outlook, Mailchimp
Team & Environment
- You will report directly to the Leadership team.
Work Mode
- This is a global, virtual role. You will work independently in a virtual environment.
