Inside Out Hiring

About the Client:

The client is a licensed therapist and business owner who manages both a private therapy practice and a range of personal and professional responsibilities. Their work requires a highly organized, proactive, and dependable support professional who can help maintain smooth daily operations while delivering thoughtful and professional communication. The environment values initiative, personal accountability, clear boundaries, strong interpersonal skills, and a commitment to continuous learning and self development.

About the Role:

The Executive & Operations Virtual Assistant will provide both personal and business support, helping manage administrative tasks, client communications, financial tracking, research projects, and day to day operational activities. This role is ideal for someone who is highly organized, resourceful, and capable of working independently while maintaining excellent communication and professionalism. The successful candidate will take ownership of their responsibilities, proactively solve problems, leverage technology and AI tools when appropriate, and continuously expand their skills to support the client's evolving needs.

Key Responsibilities

Executive & Personal Support

• Pay bills and manage online payments
• Book flights, accommodations, and travel arrangements
• Conduct online research and compile findings
• Manage, organize, and maintain the client's email inbox
• Assist with miscellaneous personal administrative tasks

Therapy Practice Administration

• Track and monitor payments through Venmo and SimplePractice
• Edit and update client invoices as needed
• Respond to client emails in a professional, warm, and timely manner
• Support general administrative functions related to the therapy practice

Financial & Operational Support

• Categorize transactions and expenses in QuickBooks on a weekly basis
• Maintain accurate records and assist with basic bookkeeping tasks
• Help ensure operational processes remain organized and efficient

Communication & Project Coordination

• Communicate clearly and confidently through email and phone
• Follow up on tasks, projects, and outstanding items
• Ask questions and seek clarification when needed
• Research solutions independently and implement best practices
• Utilize AI and other technology tools to improve efficiency and problem solving

Qualifications & Skills

Must Have

• Strong written and verbal English communication skills
• 2 plus years experience providing executive, administrative, or virtual assistant support
• Experience managing email inboxes and calendar related tasks
• Basic bookkeeping or financial administration experience
• Experience using QuickBooks or similar accounting software
• Strong internet research and organizational skills
• Comfortable learning new systems, tools, and software independently

Preferred

• Experience supporting healthcare, therapy, coaching, or wellness professionals
• Familiarity with SimplePractice
• Familiarity with Venmo payment tracking
• Experience creating or assembling newsletters
• Experience using AI tools to improve productivity and workflow efficiency
• Previous experience in a client facing administrative role

Personality Traits

• Warm, friendly, and personable
• Strong communicator who can be direct and professional
• Comfortable setting boundaries and communicating needs
• Proactive and self motivated
• Highly organized and detail oriented
• Fast, efficient, and dependable
• Resourceful problem solver
• Takes ownership of responsibilities and learning
• Confident asking for help when needed
• Natural leader who works independently with minimal supervision