Virtual Executive Assistant - Holistic Healthcare & Online Course Launch

About the Role:
We're seeking a highly organized and tech-savvy Virtual Executive Assistant to support my growing holistic healthcare practice and upcoming online course launch. This is a dynamic role that blends executive support, project management, digital marketing, and practice operations. You'll work directly with me to increase efficiency, enhance patient experience, and drive revenue through strategic organization and course development.

Key Responsibilities:

Executive & Administrative Support --
Manage Google Calendar and daily scheduling
Handle email management and prioritization
Research and compare pricing for services, flights, bookings, etc.
Track and manage day-to-day tasks to keep focus on revenue-generating activities
Clock in/out using Clockify to track work hours

Practice Operations & Patient Experience--
Review recorded initial consultations and report of findings
Create patient handouts and email summaries based on consultations
Organize patient documentation in Notion
Manage surveys to identify patient pain points
Implement systems to enhance overall patient experience

Meeting Management & Documentation--
Attend and document tea ---------- etings and VA meetings
Create and maintain SOPs (Standard Operating Procedures) in Notion
Track action items and ensure follow-through
Update recurring tasks and processes

Online Course Creation & Launch --
Build and launch course on Stan Store platform
Create course content, materials, and resources
Develop and manage sales funnel for course
Handle ManyChat and Go High Level automation
DM potential students on social media about course offerings
Promote course and gather feedback on how it can better serve the audience

Social Media & Marketing --
Create and schedule posts for both personal and business Instagram accounts
Design graphics and flyers in Canva
Manage Eventbrite for events
Support overall digital marketing efforts

Tools & Platforms Management ---
Maintain and organize Notion workspace
Manage Go High Level CRM and automations
Coordinate communications via Slack
Create video updates and tutorials using Loom

Required Skills & Experience: ----
Expert-level proficiency in Notion – You live and breathe organizational systems
Proven experience with Stan Store or similar course creation platforms
Strong graphic design skills using Canva

Experience with: Go High Level, ManyChat, Eventbrite, Clockify, Loom, Slack
Social media management and content creation experience
Excellent written communication skills for patient summaries and documentation
Strong project management abilities with attention to detail
Self-motivated with ability to manage tasks independently and report progress clearly
Experience in healthcare or wellness industry (preferred but not required)
Comfortable with video/audio review for creating patient materials

What Makes You Stand Out:

You proactively identify inefficiencies and implement solutions
You can translate recorded consultations into clear, actionable patient resources
You understand sales funnels and digital marketing automation
You're comfortable wearing multiple hats and shifting priorities
You provide regular updates on action steps and completed tasks without prompting

Work Details:

Fully remote position
Must track time using Clockify
Regular communication via Slack and Loom
Opportunity to grow with an expanding practice and course business

To Apply, Please Submit:

Your resume
Notion Proficiency: Describe a complex organizational system you've built in Notion. What databases, views, and automations did you use? Please provide a screenshot or Loom video walkthrough if possible.
Course Creation Experience: Have you created or helped launch an online course before? What platform did you use, and what was your specific role in the process? What were the results?
Healthcare/Patient Communication: How would you approach creating a patient summary from a recorded consultation? Walk us through your process from listening to the recording to delivering the final handout.
Proactive Problem-Solving: Give an example of a time you identified an inefficiency in a workflow and implemented a solution without being asked. What was the impact?
Tool Comfort Assessment: Rate your proficiency with each tool (1-10): Notion, Stan Store (or similar course platforms), Go High Level, ManyChat, Canva, Loom, Slack, Clockify, Instagram/social media management.
Communication Style: How do you typically communicate progress on your tasks? How often do you provide updates, and what format do you use?
Your availability and hourly rate


Paid Test Project:
If selected for an interview, you'll be asked to complete ONE paid test project of your choice from the options below:
Option 1: Patient Communication
Watch a 10-minute sample consultation recording and create both:

A one-page patient handout summarizing key points
A follow-up email to send to the patient
(Estimated time: 60 minutes)

Option 2: Brand Design & Organization
Create an aesthetic, on-brand referral provider handout from a provided list, including:

Provider names, specialties, and contact information
Professional design in Canva that matches our brand
(Estimated time: 60 minutes)

Option 3: Content Planning in Notion
Build a sample 2-week content calendar in Notion that includes:

Database structure with relevant properties (post type, platform, status, dates)
Sample content ideas for both personal and business Instagram
Clear organization and workflow views
(Estimated time: 60 minutes)

Option 4: Social Media Content Creation
Create an Instagram reel using a Google review from our page:

Design engaging visuals in Canva
Write compelling caption with relevant hashtags
Show creativity in how you present the testimonial
(Estimated time: 60 minutes)

For all options, please record a brief Loom video (3-5 minutes) walking me through your process, decision-making, and final product.
Compensation: $50 upon completion
Choose the project that best demonstrates your skills for this role!