Overview:
We are seeking a proactive, organized, and personable Administrative & Intake Virtual Assistant to support a growing healthcare services organization. This role will focus on managing incoming inquiries, conducting referral outreach, maintaining CRM records, and supporting business development efforts. The ideal candidate is comfortable speaking with clients, building relationships with referral sources, and managing administrative tasks in a fast-paced environment.
Industry:
- Healthcare Services
Employment Type:
- Full-time (40 hours per week)
Schedule:
- Monday-Friday
- EST business hours
Key Responsibilities:
Intake & Client Support
- Answer incoming inquiries from prospective clients
- Conduct intake calls and gather client information
- Schedule consultations and follow-up appointments
- Maintain professional and empathetic communication with clients
- Track and follow up with prospective clients throughout the intake process
Referral Outreach & Business Development
- Conduct cold email outreach to referral partners and industry professionals
- Research and build prospect lists using outreach tools
- Execute email marketing campaigns and follow-up sequences
- Develop and maintain referral partner databases
- Track outreach performance and engagement metrics
CRM & Administrative Support
- Maintain accurate records within the CRM
- Update lead statuses and communication logs
- Generate reports on lead activity and referral sources
- Organize documents and client information
- Assist with general administrative tasks as needed
Marketing Support
- Assist with marketing campaigns and outreach initiatives
- Coordinate follow-up activities for prospective referral partners
- Support implementation of marketing workflows and systems
- Identify opportunities to improve outreach processes
Required Qualifications:
- Minimum 2 years of Virtual Assistant, Administrative Assistant, Intake Coordinator, Customer Service, or Sales Support experience
- Excellent spoken and written English
- Strong phone communication skills
- Experience conducting outbound outreach or sales activities
- Experience working with CRM systems
- Strong organizational and time management skills
- Ability to work independently with minimal supervision
- Strong attention to detail and follow-through
Preferred Qualifications:
- Healthcare or professional services experience
- Experience using HubSpot, Apollo.io, or similar outreach platforms
- Appointment-setting experience
- Lead generation and prospecting experience
- Customer service or client intake experience
- Startup environment experience
Tools & Systems:
- HubSpot
- Apollo.io
- CRM Platforms
- Google Workspace
- Microsoft Office Suite
- Email & Communication Platforms
