Administrative Specialist

This is a remote position.

Virtual Rockstar is hiring a full-time Administrative Specialist on behalf of our client — a high-end mental health and integrative psychiatry practice based in New York. This is a concierge-style, cash-based practice serving high-profile clients seeking deeper, whole-person care that integrates medicine, nutrition, and genomics.

As the Administrative Specialist, you'll be the backbone of daily operations — ensuring every client interaction feels seamless, professional, and genuinely cared for. You'll manage scheduling, billing, and communication while supporting the clinician with administrative, marketing, and occasional executive assistant tasks.

You'll play a key role in building systems, improving processes, and maintaining the high-touch, white-glove experience the practice is known for.

We're looking for a proactive, emotionally intelligent, and tech-savvy administrative professional who can deliver exceptional service, manage operations, and act as the right hand to a visionary founder in the mental health space.

Our client leads a mental health and wellness practice that's redefining emotional well-being through precision medicine, neuroscience, and compassion. The practice works with high-achieving professionals, entrepreneurs, and public figures — providing deeply personalized care that combines the science of the body with the art of empathy.

The mission is bold: to transform emotional health at the intersection of genetics, metabolism, and mindset. This is not a traditional practice — it's a movement toward a new standard of mental health care grounded in data, nutrition, and connection.

Responsibilities

Client Experience & Communication

• Serve as the first point of contact for clients with warmth, professionalism, and discretion
  

• Manage patient inquiries via email, text, and phone with timely and thoughtful communication
  

• Anticipate client needs and ensure follow-up throughout their care journey
  

• Maintain confidentiality and a calm, professional demeanor at all times
  

Scheduling & Operations

• Manage calendars in Practice Fusion and Google Calendar
  

• Schedule, confirm, and adjust appointments with sensitivity and precision
  

• Handle reschedules and cancellations while ensuring an exceptional client experience
  

• Track licensing and compliance dates for the clinician (renewals, CME credits, etc.)
  

Billing & Administration

• Create and track invoices in QuickBooks
  

• Process payments and maintain accurate financial records
  

• Support completion of forms, onboarding packets, and other client documentation
  

• Maintain organized and compliant digital records in Google Drive
  

Systems & Process Improvement

• Update and organize Asana as the central hub for project management
  

• Review workflows and make recommendations for increased efficiency
  

• Create or refine SOPs (Standard Operating Procedures) to streamline recurring tasks
  

• Manage renewals, vendor communication, and compliance-related documentation
  

Marketing & Executive Support

• Assist with light social media tasks (posting updates, formatting captions, tracking engagement)
  

• Coordinate podcast appearances or discovery calls for potential clients
  

• Support event planning, collaborations, or community initiatives
  

• Prepare PowerPoint slides, reports, or summaries as needed
  

• Strong written and verbal English communication skills (clear, fluent, and professional)
  

• At least 2+ years of experience in administrative support, healthcare, or executive assistant roles
  

• Experience working in a cash-based or concierge medical/mental health practice preferred
  

• Excellent organizational and time-management abilities with strong attention to detail
  

• Tech-savvy and confident using: Google Suite, Asana, Practice Fusion, QuickBooks, Go High Level, and Zoom
  

• Ability to work independently while maintaining proactive communication
  

• High level of professionalism, discretion, and confidentiality when interacting with clients
  

• Flexible, adaptable, and eager to take ownership of responsibilities in a growing practice
  

• Background or familiarity with medicine, mental health, wellness, or integrative care a plus
  

• Competitive salary commensurate with experience.
  

• Opportunities for professional development and growth.
  

• Work in a dynamic and supportive team environment.
  

• Make a meaningful impact by helping to build and strengthen families across the globe.