Virtual Assistant

Summary

Join our team as a Virtual Assistant for a 3-month project-based contract! This role focuses on streamlining systems, enhancing our digital presence, and providing warm, structured client care. You will manage various aspects of the business, including website updates, client communication, inbox management, scheduling, and phone/message support. The ideal candidate is tech-savvy, trauma-informed, and possesses excellent communication and organizational skills. Experience supporting healing work is preferred. This is a contract position, and there are no benefits offered.

Requirements

• You are proactive and tech-savvy, especially with GoDaddy, Gmail, WhatsApp, Zoom, Calendly, and other remote office platforms
• You have experience supporting healing work, whether in counseling, coaching, ministry, or health-related fields
• You are a strong communicator, confident in writing and editing letters that sound natural, intentional, and deeply human. You’re never reliant on AI-generated filler, and if you use tools, you know how to make the voice unmistakably personal
• You are organized and discreet to HIPPA compliance, you hold sensitive information with the same care and security as a marine standing their post, sacred trust is of the utmost importance. You protect time, privacy, and emotional space with integrity and empathy
• Must be on Eastern Time

Responsibilities

• Organize, update, and optimize the business’s GoDaddy website, simple layout work, but essential for clarity and client experience
• Write, edit, and send letters and emails that reflect the tone of a trauma-informed, Marriage communication and Executive leadership professionals that we are
• Monitor and triage up to 200+ daily emails across the business inbox. mostly spam and can be blocked but some interesting business aids as well. Prioritize what matters. Flag what needs attention. Keep things moving with minimal overwhelm
• Maintain a clean, current client calendar. Carepatron.com app is used for this as it has all the needs for a coaching business and relatively priced for smaller Therapy practices. Book sessions, follow up with confirmations. Once the data is entered care patron will do this for you, and ensure everyone knows when and where they need to be
• Answer the WhatsApp business line, block spam, and maintain a warm, attentive presence for incoming client inquiries
• If there are better tools or platforms for business phone use, spam control, email sorting, or communication, I want your insights. You don’t just manage systems, you improve them
• Keep the business on track during this catch-up season, and help free me to lead, coach, and build again
• Act as a calm, capable presence behind the curtain of a sacred, sensitive mission
• Professional and composed, you bring structure without ego. You work behind the scenes with a shepherd’s heart and a CEO’s eye for detail
• You are trauma-informed by nature, you may not be a coach or clinician, but you intuitively understand what it means to care for people in extreme pain and at their very lowest. You write with gentleness. You manage time without pressure. You know how to be present, not just productive