CPT-11493 Executive Operations & Business Support Virtual Assistant

• →Manage the owner's calendar, coordinate meetings, prevent scheduling conflicts, prepare the owner for upcoming appointments, and help protect time for business development and other high-value activities.
• →Monitor and organize the owner's business email, identify messages requiring action, draft routine responses when appropriate, track unanswered or pending communications, and help ensure important messages receive timely follow-up.
• →Track outstanding tasks, commitments, deadlines, and promised follow-ups.
• →Provide proactive reminders and concise updates on items requiring owner attention or decisions.
• →Maintain organized administrative records, files, meeting notes, and task trackers.
• →Work closely with the Operations Manager on recurring internal tasks while following clearly assigned priorities and ownership.
• →Take ownership of assigned responsibilities and bring tasks to completion without requiring repeated reminders from the owner.

• →CRM platforms
• →Calendar and email platforms
• →Microsoft Office and/or Google Workspace
• →Business phone / VoIP systems
• →Task-management and productivity tools
• →AI productivity tools
• →Client-specific home care and business systems – training provided

• Maintain accurate and current CRM records.
• Track outreach activity, contacts, referral sources, next steps, and follow-up requirements.
• Research referral sources, community partners, senior-service organizations, healthcare contacts, and other potential business relationships.
• Organize prospect, referral, and community-partner information.
• Support basic caregiver recruiting administration, candidate tracking, and follow-up as directed.
• Maintain business records, spreadsheets, databases, and operational trackers.
• Identify incomplete records, overdue follow-ups, or administrative gaps and proactively bring them to the appropriate team member's attention.

• Conduct occasional outbound calls, emails, or follow-up communications using approved messaging and guidance.
• Represent the company and owner professionally when communicating with referral partners, community contacts, caregiver candidates, vendors, and other outside contacts.
• Conduct basic information-gathering conversations and ask thoughtful follow-up questions rather than relying solely on a script.
• Document conversations, outcomes, next steps, and follow-up dates in the appropriate system.
• Escalate qualified opportunities, sensitive matters, clinical questions, complaints, or issues requiring management attention.

• Use approved AI and productivity tools to improve efficiency in research, drafting, summarization, task organization, meeting preparation, and routine administrative work.
• Apply appropriate judgment when using AI and never enter protected, confidential, or sensitive information into unapproved systems.
• Review AI-generated work for accuracy, professionalism, and appropriateness before it is used or shared.

• Handle client, caregiver, employee, referral-partner, and business information discreetly.
• Follow established privacy, cybersecurity, and data-handling procedures.
• Complete HIPAA training/certification before handling applicable protected or sensitive information.
• Avoid providing medical advice, making clinical decisions, or acting outside the agency's non-medical scope.
• Immediately escalate privacy, compliance, or sensitive client/caregiver concerns to the appropriate internal team member.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous executive assistant, operations support, administrative coordination, or similar experience required.
• Mid-level to senior-level experience strongly preferred.
• CRM management experience preferred.
• Strong calendar, email, task-management, and follow-up experience.
• Customer service or professional business communication experience strongly preferred.
• Strong spoken and written English required.
• Home care, healthcare, senior services, professional services, or a similar industry is a plus but not required.
• Recruiting, referral-development, lead-management, or business-development support experience is a plus.
• Experience using AI tools for administrative productivity is preferred.
• HIPAA training/certification may be required.

• Extremely organized, dependable, and detail-oriented
• Proactive and forward-thinking, with the ability to anticipate next steps
• Strong executive-assistant, operations-support, or administrative coordination background
• Professional, confident, and conversational on the phone
• Able to ask thoughtful questions and understand the purpose behind an assignment
• Comfortable independently following through and closing the loop on tasks
• Able to prioritize competing responsibilities and identify what requires immediate attention
• Strong written communication and documentation skills
• Able to work effectively with both the owner and Operations Manager
• Discreet and trustworthy with sensitive information
• Comfortable learning new software, systems, processes, and AI-enabled productivity tools

• Contracted Hours per Week: 10 Hours (may increase toward 15–20 hours/week as responsibilities grow)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Flexible Pacific Time business hours – TBD

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 10 hours/week (may increase toward 15–20 hours/week as responsibilities grow)
• Daily Working Time: Flexible Pacific Time business hours – TBD
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Strong spoken and written English required.)
• REGION PREFERENCES: Any