Administrative Specialist Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Administrative Specialist on behalf of our client a high-end mental health and integrative psychiatry practice based in New York. This is a concierge-style cash-based practice serving high-profile clients seeking deeper whole-person care that integrates medicine nutrition and genomics.

As the Administrative Specialist youll be the backbone of daily operations ensuring every client interaction feels seamless professional and genuinely cared for. Youll manage scheduling billing and communication while supporting the clinician with administrative marketing and occasional executive assistant tasks.

Youll play a key role in building systems improving processes and maintaining the high-touch white-glove experience the practice is known for.

Were looking for a proactive emotionally intelligent and tech-savvy administrative professional who can deliver exceptional service manage operations and act as the right hand to a visionary founder in the mental health space.

About Our Client

Our client leads a mental health and wellness practice thats redefining emotional well-being through precision medicine neuroscience and compassion. The practice works with high-achieving professionals entrepreneurs and public figures providing deeply personalized care that combines the science of the body with the art of empathy.

The mission is bold: to transform emotional health at the intersection of genetics metabolism and mindset. This is not a traditional practice its a movement toward a new standard of mental health care grounded in data nutrition and connection.

Responsibilities

Client Experience & Communication

• Serve as the first point of contact for clients with warmth professionalism and discretion
  

• Manage patient inquiries via email text and phone with timely and thoughtful communication
  

• Anticipate client needs and ensure follow-up throughout their care journey
  

• Maintain confidentiality and a calm professional demeanor at all times
  

Scheduling & Operations

• Manage calendars in Practice Fusion and Google Calendar
  

• Schedule confirm and adjust appointments with sensitivity and precision
  

• Handle reschedules and cancellations while ensuring an exceptional client experience
  

• Track licensing and compliance dates for the clinician (renewals CME credits etc.)
  

Billing & Administration

• Create and track invoices in QuickBooks
  

• Process payments and maintain accurate financial records
  

• Support completion of forms onboarding packets and other client documentation
  

• Maintain organized and compliant digital records in Google Drive
  

Systems & Process Improvement

• Update and organize Asana as the central hub for project management
  

• Review workflows and make recommendations for increased efficiency
  

• Create or refine SOPs (Standard Operating Procedures) to streamline recurring tasks
  

• Manage renewals vendor communication and compliance-related documentation
  

Marketing & Executive Support

• Assist with light social media tasks (posting updates formatting captions tracking engagement)
  

• Coordinate podcast appearances or discovery calls for potential clients
  

• Support event planning collaborations or community initiatives
  

• Prepare PowerPoint slides reports or summaries as needed
  

Requirements

• Strong written and verbal English communication skills (clear fluent and professional)
  

• At least 2 years of experience in administrative support healthcare or executive assistant roles
  

• Experience working in a cash-based or concierge medical/mental health practice preferred
  

• Excellent organizational and time-management abilities with strong attention to detail
  

• Tech-savvy and confident using: Google Suite Asana Practice Fusion QuickBooks Go High Level and Zoom
  

• Ability to work independently while maintaining proactive communication
  

• High level of professionalism discretion and confidentiality when interacting with clients
  

• Flexible adaptable and eager to take ownership of responsibilities in a growing practice
  

• Background or familiarity with medicine mental health wellness or integrative care a plus
  

Benefits

• Competitive salary commensurate with experience.
  

• Opportunities for professional development and growth.
  

• Work in a dynamic and supportive team environment.
  

• Make a meaningful impact by helping to build and strengthen families across the globe.