Virtual Assistant
Remote - (U.S.)
At Jillian Greaves Functional Nutrition & Wellness we provide a premium client care experience for every woman we serve. Our client focused approach centers around individually tailored functional nutrition support to help women identify and address the root causes of their hormone and digestive symptoms naturally.
Our team values efficient systems and exceptional service to create a seamless, supportive client experience from start to finish. We are seeking a highly organized and proactive Virtual Assistant to manage day-to-day operations and deliver exceptional client service through clear communication, thoughtful follow-up, and a genuine commitment to making clients feel supported and cared for.
Key Responsibilities
Client Support
▶︎️ Support private practice clients with exceptional customer service.
▶︎️ Respond promptly to client inquiries regarding scheduling, payments and lab-related matters with a solutions-oriented, service first approach.
▶︎️ Manage client communication through PracticeBetter's messaging system, and email correspondence.
▶︎️ Ensure a seamless client onboarding experience by guiding clients through PracticeBetter setup, intake form completion and confirming all onboarding tasks are completed.
▶︎️ Assist clients with tech support and PracticeBetter portal troubleshooting, ensuring a frustration-free experience.
▶︎️ Oversee client off-boarding process, confirming all final deliverables have been provided to ensure seamless client exit process.
Operations & Workflow Management
▶︎️ Oversee the day-to-day operations of the practice.
▶︎️ Maintain and regularly update key business tools and trackers, included but not limited to, lab ordering, payment and invoice tracking and client tracking.
▶︎️ Perform weekly administrative reviews of client and lab records to effectively track and manage statuses and progress to maintain consistent client outcomes.
▶︎️ Monitor email inbox and Slack to ensure timely responses and task completion.
▶︎️ Proactively troubleshoot technology issues independently prior to seeking further assistance.
▶︎️ Identify and implement improvements to workflows to increase business efficiencies and elevate the client experience.
What Makes You a Great Fit
▶︎ Committed to Exceptional Service - you consistently go above and beyond to deliver a first rate experience for every client, communicating with positive vibes, warmth and fun professionalism.
▶︎ Excellent Communicator - you excel at crafting clear, friendly, and professional client messages, while also understanding the importance of fostering open, transparent communication with the internal team to ensure seamless collaboration and success.
▶︎ Energetic Go-Getter - you bring unstoppable motivation and positive energy, allowing you to adapt and thrive in a fast-paced, constantly changing environment.
▶︎ Checklist Champion - organization is your superpower. You thrive on having a plan, ticking off checklists, and keeping everything working like clockwork.
▶︎ Proactive & Forward Thinking - you don't wait around for direction and you're always stay one step ahead. You take initiative, anticipate needs and jump in before anyone has to ask. When problems pop up, you're the one who rolls up their sleeves, hunts down answers and gets things done.
▶︎ Tech Savvy & Systems Smart - you're confident using systems we rely on (PracticeBetter, ClickUp, Kajabi, Zapier) and are always eager to deepen you skills, explore new features and learn better ways to streamline.
A Work Environment That Works for You
▶︎ Fully Remote Position - flexible work hours (~15-20 hours/week)
▶︎ Room to Grow - As the business expands, so will your role. We are looking for someone excited to grow with us. (we're starting part-time, but could grow into full-time for someone who's truly aligned).
▶︎ Small Team, Big Vision - work closely with a tight knit team changing the lives of women everyday.
▶︎ Make a Big Impact - play a key role in building and optimizing operations that support our expanding business.
