Executive Virtual Assistant with Project Management + Systems Setup Experience

2 days ago

Remote, Philippines OnlineJobs Full time $15,000 - $20,000 per year

Hours:
Part-Time: 15–20 hours/week (with potential to grow)
Rate: $10/hour (USD) — based on experience
Location: Remote | Must be able to attend 1 weekly check-in (CST hours)

About Me:
I'm a licensed therapist, entrepreneur, and homeschooling mom running two businesses:

New Beginnings Counseling (NBC): A trauma-informed, private-pay mental health group practice in Alabama

Wellness Oasis Pike Road (WOPR): A luxury coworking space for wellness providers and entrepreneurs

Both businesses are growing, and I'm seeking a high-level assistant who can help bring order to the chaos — creating systems, supporting communication, and helping me delegate effectively.

Tools You'll Be Working With:
Google Workspace (Gmail, Calendar, Docs, Drive)

ClickUp (project and task management)

SimplePractice (EHR platform – view-only access)

Spruce Health (HIPAA-compliant messaging app)

Google Voice (for text and call monitoring)

Responsibilities:
Communication and Inbox Management

Organize, flag, and respond to emails across multiple accounts (NBC and WOPR)

Manage Spruce messages from clients and staff (NBC) and Google Voice texts (WOPR)

Draft and send professional follow-ups using scripts or templates

Maintain a weekly communication log of unresolved issues, urgent items, and response timelines

SOPs and Workflow Setup

Help set up ClickUp boards for weekly routines, recurring tasks, and team assignments

Build and maintain SOPs (via Google Docs or ClickUp Docs) for both businesses

Identify missing systems and recommend solutions to improve workflow and communication

Executive Admin Support

Help organize my calendar, block CEO time, and track priority goals

Coordinate with staff and contractors across both businesses

Prepare and send weekly status reports

Digital Organization

Clean up and organize Google Drive folders

Maintain an internal file naming system and archive structure

Build folders for HR, finance, clinical, and coworking workflows

Qualifications:
At least 2 years in an executive admin or project management role

Comfortable with ClickUp, Google Workspace, and learning new tools quickly

Experience creating SOPs and systems documentation

Strong written English and professional tone

Detail-oriented, solution-focused, and proactive

Bonus: Familiarity with mental health, therapy practices, or HIPAA-sensitive communication

30-Day Success Goals:
Email inboxes organized with folders, tags, and filters

SOPs created for at least 3 recurring workflows

All communication channels (Spruce, Gmail, Google Voice) are monitored and cleared daily

ClickUp board reflects real-time progress across both businesses

I feel less overwhelmed and more supported each week

How to Apply:
Please send:

A short video or written introduction about your background and why this role is a good fit for you

A list of tools you're familiar with (especially ClickUp, Gmail, Spruce, or EHR systems)

One example of an SOP or system you've built

Your current weekly availability and time zone

Your expected hourly rate (USD)

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