Administrative Virtual Assistant
Administrative Virtual Assistant
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Job Description
ROLE SUMMARY
ABOUT THE COMPANY
ABOUT THE ROLE
Bluewater is hiring a mission-aligned Virtual Assistant to keep daily operations smoothfrom triaging a busy inbox to shepherding marketing leads all the way to paid bookings. Your contribution removes administrative friction so clinicians can focus on transforming return youll master modern systems for scaling healthcare receive direct mentoring from the founder and build process-improvement skills that prepare you for larger responsibilities as the clinic grows.
This position is perfect for someone who:
Sees a packed inbox as a puzzle to sort prioritize and clear quickly
Enjoys turning vague ideas into clear checklists and simple automations
Rapidly spots high-priority patient messages in a flood of emails
Speaks up with solutions instead of waiting for directions
Thrives on accurate detail-work yet keeps the bigger mission in view
ROLE RESPONSIBILITIES
EXECUTIVE SUPPORT
You are the first line of defense for Dr Freemans time and attention. By owning the calendar and inbox you safeguard patient-care hours ensure no critical message slips through the cracks and give the founder instant visibility without drowning him in details.
- Manage clinics executive and other clinicians (eventually) calendars; uphold scheduling rules and buffer times
- Triage a high-volume inbox drafting or sending replies under approved protocols
- Prepare concise daily Need-to-Know summaries of leads patients and urgent tasks
CLINIC OPERATIONS
Accurate records and timely paperwork keep Bluewaters concierge standard high while maintaining compliance. Your meticulous updates eliminate bottlenecks and support seamless treatment journeys.
- Enter new-patient data consent forms and treatment milestones into the EMR/CRM
- Reach out to patients in the EMR that require follow up appointments
- Update and refine SOPs in Notion or Google Docs as workflows evolve
LEAD ENGAGEMENT & FOLLOW-UP
Fast empathetic responses convert inquiries into scheduled patients and protect revenue from famine weeks. You take ownership of every inbound lead until its booked closed or clearly unqualified.
- Respond to Meta ads and landing-page leads within five minutes using approved scripts
- Record and monitor lead status in a simple spreadsheet; schedule sequenced follow-ups
- Gather testimonials and satisfaction check-ins after treatment cycles
COMMUNICATIONS & CONTENT CO-ORDINATION (FUTURE)
As volume grows you will handle light content logistics so Bluewaters voice stays consistent without monopolizing clinical time.
- Schedule pre-written Instagram posts via Meta Business Suite
- Reply to DMs and comments with approved responses; escalate clinical questions appropriately
- Compile strong patient quotes or reviews for the marketing contractor to repurpose
CONTINUOUS IMPROVEMENT & VENDOR CO-ORDINATION
Bluewater values proactive problem-solving. Youll spot workflow gaps maintain a simple project tracker and liaise with vendors so supplies and tech never lag behind clinical demand.
- Maintain a lightweight tracker showing tasks owners and due dates
- Coordinate small orders (office or medical consumables) when stock runs low
- Propose process tweaks that save time reduce errors or improve patient experience
Although the responsibilities outlined above form the core focus of the role the hiring manager may assign additional relevant tasks as needed to align with evolving objectives and the overall goals of the business.
ROLE QUALIFICATIONS
REQUIRED QUALIFICATIONS
- 1 year experience as a Virtual/Executive Assistant Office Coordinator or similar
- Demonstrated success managing complex inboxes and calendars
- Experience providing customer or patient support via email phone or chat
- Clear professional English communication (written & spoken)
- Experience using content creation tools like Canva or CapCut
- High attention to detail and strict respect for confidentiality
- Comfortable with Google Workspace and basic spreadsheet tracking
- Must have own webcam microphone and computer (relevant software and subscriptions provided).
- Excellent English verbal and written language proficiency (C1-C2 on CEFR scale).
- Access to a quiet work area at home with reliable internet (50 Mbps).
PREFERRED (NICE-TO-HAVE) QUALIFICATIONS
- Familiarity with Notion or similar documentation tools
- Completed basic HIPAA awareness training (or willingness to complete within 30 days)
- Experience in medical wellness or mental-health environments
- Interest in neuroscience coaching or personal development
ROLE SPECIFICATIONS
- Base Salary: Q9000 base salary.
- Role type: Full-time.
- Location: Guatemala (Remote - Work from home).
- Schedule: Monday to Friday: 7:00 AM - 4:00 PM.
RECRUITING PROCESS
- Application / Screening: When you apply for this position we will ask you a short questionnaire to get to know you a little bit better and ask you for some additional inputs to see if you qualify for the addition we will ask you to complete a short psychometric evaluation and a short English proficiency assessment. The idea is to explore if this is a good fit before moving forward.
- Skills Assessment: You will be asked to complete a few exercises and/or projects designed to recreate the work tasks that you will be responsible for if you are given the role. This helps us gauge your skill level as well as give you a better idea of the required work.
- Skills Assessment Interview: This is a 60 min - 90 min conversation where we further test your skills learn about your previous working experiences and evaluate culture fit to the role and company.
- Hiring Manager Final Interview: This is a 30 min - 60 min conversation with the positions Hiring Manager (and potentially a few company team members) to get to know you better and to set the expectations and vision for the role.
The entire process usually takes anywhere between 2-4 weeks to complete depending on the seniority of the position.
CONTACT US
If you have any questions or run into any complications while submitting your application please reach out to:
Employment Type
Full Time
