Virtual Assistant 10 Hours per Week (IC-LJ)

As a Virtual Assistant, your primary responsibilities will include managing new evaluation referrals, sending intake forms, scheduling appointments, and organizing files in Google Drive. You'll also need to follow up with clients through calls and emails, assist in onboarding new therapists and clients, and perform other ad hoc tasks as required. This role requires an individual who is both detail-oriented and intuitive.

To qualify for the Virtual Assistant role, you should be fluent in both Spanish and English, possess high emotional intelligence, and have a strong professional demeanor. Prior experience with a clinical psychologist is a plus, along with familiarity with Google Suite, Simple Practice, Quickbooks, and SharePoint. Excellent grammar and writing skills are also essential to succeed in this position.

This Virtual Assistant role is designed for 10 hours per week, with the potential to increase hours depending on workload demands. Flexibility is key, as you will primarily operate in various time zones including Eastern, Central, Mountain, or Pacific Time zones.

This position is meant for independent contractors, meaning it does not offer traditional employment benefits or long-term guarantees. However, it presents an excellent opportunity to gain valuable experience while working flexible hours and potentially increasing your workload over time.

To apply for the Virtual Assistant position, you would need to complete the Virtual Assistant application provided by our company. Make sure to follow us on Instagram at @momtovirtualassistant for the latest updates and additional information about job openings!

When answering this question, focus on specific tools you've used for scheduling, such as Google Calendar or scheduling software. Provide examples of how you manage conflicts or complications, ensuring that you demonstrate your organizational skills and ability to prioritize tasks effectively.

It's essential to illustrate your high emotional intelligence here. Discuss approaches you would take to remain calm, listen actively, and empathize with the client’s concerns. Share a past experience if possible where you've successfully resolved a challenging situation.

Discuss your proficiency with Google Drive, SharePoint, or other document management tools. Explain why you find these tools effective and how they help you stay organized and maintain version control, including any specific practices you implement for efficiency.

Employ a system that works best for you, such as using to-do lists or prioritizing tasks by deadline and client needs. Provide examples of how you adapt when new tasks arise, showcasing your ability to remain flexible while staying productive.

Talk about your preferred methods for communication—asynchronous channels like email, or synchronous channels like video calls. Emphasize how clarity and promptness play a vital role in maintaining strong client relationships, and consider sharing how you follow up to ensure tasks are completed.

Share a specific scenario that highlights your adaptability and eagerness to learn. Explain how you approached the learning process, any challenges you faced, and how you overcame them to use the new tool effectively in your work.

This is your chance to showcase your unique abilities. Highlight your relevant experience, language fluency, organizational skills, and emotional intelligence. Discuss how your values align with the company's mission and why you are excited about contributing to the team.

Discuss the importance of time management and your methods for meeting tight deadlines, such as breaking tasks into smaller parts and allocating specific time blocks for each. Share that you keep open lines of communication with clients to manage their expectations.

Highlight your knowledge of the role by discussing the importance of organization and communication in a therapy environment. Talk about how your position contributes to client care and supports therapists by ensuring a smooth, efficient process.

This question requires both an understanding of confidentiality principles and the ability to demonstrate responsible practices. Discuss your familiarity with data protection laws, the measures you take to safeguard information, and your commitment to maintaining client privacy.