Administrative Virtual Assistant

We are looking for a proactive and empathetic Virtual Assistant who can support with general administrative tasks, client onboarding, and session support. This role requires someone who is extremely organized, can handle multiple ongoing tasks, and thrives in a fast-paced environment. You'll be managing client communications, onboarding new clients into the systems, processing session materials, and assisting with light content tasks. This position is ideal for someone who is tech-savvy, has great attention to detail, and enjoys helping others stay on track.

Skills/Knowledge Required:

Technical Skills:

• Excellent verbal and written communication skills
• Fully computer literate with proficiency in Microsoft Office
• Working knowledge of spreadsheet and word-processing programs
• Familiarity with social media platforms
• Proficiency with cloud-based platforms (Google Docs, Skype, remote messaging apps)
• Skilled in data entry
• Familiarity with Practice Better (EHR/practice management)
• Basic design skills in Canva

Soft Skills:

• Detail-oriented: notices mistakes, follows processes carefully
• Proactive: anticipates needs, follows up without being asked, stays one step ahead
• Warm and empathetic: understands that clients may be overwhelmed and communicates with kindness
• Organized and structured: keeps track of multiple clients and tasks with clarity
• Reliable and consistent: delivers on time and respects confidentiality
• Learner mindset: open to training, feedback, and learning new tools
• Calm and patient: especially when dealing with clients who need extra guidance

Responsibilities:
- General Administrative:

• Answer phone calls and respond to emails
• Schedule appointments and meetings (approval required)
• Issue invoices to clients
• Make travel arrangements
• Conduct online research
• Prepare presentations

• Organize and manage contacts and data for analysis

• Client Onboarding & Management:

• Create profiles and follow-up in Practice Better

• Track and ensure completion of liability and health forms

• Maintain client records and progress

• Session Support:

• Retrieve and process AI-generated Zoom summaries

• Prepare and upload client protocols and reports

• Track and monitor all client appointments

• Content & Reporting:

• Use Canva to prepare HTMA report templates

• Support content posting and formatting tasks
• Organize marketing and session materials

Schedule: Tuesdays and Thursdays, 8:00AM to 1:00PM PST

• Must have a reliable Internet connection
• Ability to work with minimum supervision
• Ability to work in a fast-paced environment
• Highly organized
• Excellent multitasking and time management skills

• Competitive pay in US Dollars.
• You'll get to work with some amazing, respected business professionals.
• We really value and encourage input from our team members.
• We offer different payment methods (Zelle, Face Bank, Binance)
• You'll get paid every two weeks.
• Birthday and work anniversary celebrations.
• Alliances with many brands grant extra benefits to freelancers.
• Weekly recreation dynamics that foster a healthy work environment.

At Freelance Latin America, we're excited to connect you with meaningful remote opportunities. However, we want to be clear:

These are professional roles with set schedules defined by the client.

Consistent availability is expected. You will have a set work schedule determined by the client, and you are expected to be present during those hours.

You will be part of the client's team.

You'll follow their company guidelines, communication practices, and workflows, ensuring seamless collaboration.

KPIs and goals matter.

Your performance will be measured to ensure alignment with client expectations and project objectives.

Training may be required.

You might need to complete training to fully understand your role, tools, and client processes.

Commitment and responsibility are essential.

We work with clients who rely on your dedication to deliver consistent, high-quality results. This is key to building trust and long-term partnerships.

Ready to grow your career with us?

Apply only if you are ready to commit, learn, and take ownership of your role.