Administrative Virtual Assistant

The ideal candidate is a critical thinker who can anticipate needs, take genuine ownership of tasks, and keep pace with a fast-moving founder.

Key Responsibilities:

• Handle all inbound leads and convert them into confirmed appointments and signed service contracts
• Communicate with clients via phone and messaging with compassion and a high degree of emotional sensitivity, particularly in end-of-life situations
• Manage all scheduling, booking confirmations, and calendar coordination
• Handle invoicing and maintain basic financial tracking
• Organize and maintain the Notion workspace for project and task management
• Perform light website updates and routine content management
• Build and nurture referral network relationships with partner services including cremation providers, referral veterinarians, and aftercare vendors
• Contribute marketing and social media content ideas, including creating basic social media posts
• Coordinate logistics with external partners and service providers
• Take full ownership of projects from initial concept through to completion
• Create and maintain SOPs for all recurring business processes
• Conduct research tasks as assigned, including compliance requirements, vendor sourcing, and administrative filings
• Manage basic GoHighLevel tasks including lead tracking and workflow maintenance once systems are established

Mandatory Skills:

• Excellent written and verbal English communication skills
• High emotional intelligence with the ability to communicate with genuine compassion and sensitivity
• Proven experience in sales support, lead conversion, or appointment setting
• Proficiency with CRM platforms, preferably GoHighLevel
• Experience with project management tools such as Notion or comparable platforms
• Strong critical thinking and problem-solving skills with a proactive, forward-looking mindset
• Ability to anticipate needs, think several steps ahead, and flag potential issues before they arise
• Reliable, detail-oriented, and capable of working independently with minimal supervision
• Strong organizational and time management skills

Preferred Skills:

• Experience in veterinary, healthcare, or pet services industries
• Familiarity with GoHighLevel for lead management and basic workflow maintenance
• Experience creating basic social media content using tools such as Canva
• Background in customer service for emotionally sensitive or high-empathy environments
• Experience with invoicing, billing, or basic financial administration
• Familiarity with WordPress for basic website content updates
• Ability to manage multiple projects simultaneously without losing quality
• Experience supporting a founder or solo operator in a startup or early-stage business

If you thrive in dynamic environments, enjoy wearing multiple hats, and want to be part of something deeply purpose-driven, this role offers both real challenge and real reward.