Administrative Specialist - Virtual Assistant

Job Description

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, you’ll be the backbone of daily operations — ensuring every client interaction feels seamless, professional, and genuinely cared for. You’ll manage scheduling, billing, and communication while supporting the clinician with administrative, marketing, and occasional executive assistant tasks.

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

We’re 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 that’s 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 — it’s 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.

Requirements

Previous experience in a medical administrative role (medical assistant, medical receptionist, or similar) is preferred. Familiarity with WebPT EMR and Therabill for patient payment posting is a plus. Strong communication skills, both written and verbal. Ability to manage multiple tasks and prioritize effectively. Excellent organizational skills and attention to detail. High level of professionalism and commitment to maintaining patient confidentiality. Comfortable with remote work and proficient in using virtual communication tools. Knowledge of insurance verification and pre-authorizations is a plus. Ability to work collaboratively with a team and contribute to a positive patient experience.