Virtual Office Manager

Virtual Administrative Operations
Manage and monitor virtual scheduling, calendars, and meeting coordination for staff and clients

Maintain digital filing systems and ensure compliance with data privacy (HIPAA)

Track deadlines, manage task assignments, and ensure follow-ups across departments

Coordinate document creation and signature routing via platforms like DocuSign

Client & Staff Support
Serve as the first point of contact for client inquiries via email, phone, or online platforms

Set up new client accounts in CRM and scheduling tools (e.g., Microsoft Bookings, TherapyNotes)

Support onboarding of new staff/contractors by setting up access to email, folders, and tools

Handle internal communications and update the virtual staff directory, calendars, and shared drive

Project & Workflow Management
Assist with virtual events, workshops, or webinars (Zoom, Eventbrite, etc.)

Monitor task progress using project management tools like Trello, Asana, or Microsoft Planner

Prepare weekly administrative reports and dashboards for leadership

Technology & Systems Oversight
Troubleshoot basic tech issues and coordinate IT support when needed

Manage software subscriptions, renewals, and user access

Oversee virtual security protocols and assist with backups and version control