Virtual Operations Coordinator & Executive Assistant

Virtual Operations Coordinator & Executive Assistant

Remote | Philippines | Full-Time

Hours: Full-Time

Schedule: Monday–Friday, approximately 7:00 AM–5:00 PM Eastern Time, with occasional flexibility to assist with urgent caregiver staffing needs.

This position requires working during U.S. Eastern business hours. Applicants must be comfortable working overnight Philippine time on a consistent schedule.
Working Hours: Monday through Friday, approximately 8:00 AM to 5:00 PM Pacific Time. Some flexibility may be required as the business grows.
About Right at Home North Richmond
Right at Home - North Richmond is a locally owned, veteran-owned home care agency serving seniors and adults with disabilities throughout Henrico, Hanover, Richmond City, King William and surrounding communities.

Mission-First. Rooted in Service.

We believe exceptional home care begins with exceptional people, disciplined systems, and outstanding customer service.

We're building a modern healthcare company that leverages technology, automation, and AI to deliver an exceptional experience for our clients, caregivers, and referral partners.

We're looking for someone who wants to help build something meaningful, not just complete tasks.

This is a long-term position with significant opportunity for growth.

Your Mission

Become the operational hub of our growing healthcare company.

Your mission is to ensure every inquiry receives an immediate or timely response, every referral is tracked, every process is organized, and every system continuously improves, allowing the founder to focus on serving clients, building referral relationships, and growing the business.

You won't simply complete tasks.

You'll own systems.

You'll be trusted to identify opportunities, improve processes, and help build the operational foundation of a growing healthcare company.

Primary Responsibilities

Client Intake & Lead Management

Monitor and respond to inbound opportunities, including:

A Place for Mom (APFM)
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Website inquiries

Email inquiries
Phone messages
Google Business Profile inquiries

Responsibilities include:

Monitor inbound lead channels continuously during working hours.
Prioritize immediate response to new client inquiries.
Qualify prospective clients using established intake procedures.?Schedule in-home assessments.
Prepare digital intake documents before assessments.?Maintain lead follow-up schedules.
Track every inquiry from initial contact through conversion.?Ensure no lead is ever forgotten.
CRM & Sales Pipeline Management

Own the accuracy and organization of our CRM.

Responsibilities include:

Maintain prospect and client records.
Maintain accurate notes for every client, prospect, and referral source.
Maintain the referral source database.
Track lead sources and conversion rates.
Update marketing contacts.
Schedule follow-up reminders.
Maintain referral relationship history.
Monitor lead pipeline health.
Ensure CRM accuracy at all times.
Founder & Executive Support

Help maximize the founder's effectiveness by managing operational details.

Responsibilities include:

Calendar management.
Appointment coordination.
Weekly planning.
Marketing route planning.

Email organization.
Task management.
Project coordination.
Prepare agendas and digital meeting materials.
Prepare weekly operational summaries and priority lists.
Track action items and follow up on commitments.
Referral Marketing Support

Support our relationship marketing strategy by:

Maintaining the referral CRM.
Tracking facility visits and marketing activities.
Logging referral interactions and follow-up tasks.
Scheduling reminders for future visits.
Updating referral contact information.
Tracking referral source performance.
Preparing weekly referral activity reports and marketing dashboards.
Monitoring referral follow-up cadence.
Marketing Operations

Support our digital marketing efforts by:

Manage the Google Business Profile.
Maintain the company LinkedIn page.
Schedule social media posts.
Monitor website contact forms and online inquiries.
Coordinate newsletters.
Update website content.
Create Canva graphics.
Support local marketing campaigns.
Reputation Management
Coordinate Google review requests.
Track review completion.
Monitor online reputation.
Escalate reviews requiring management attention.
AI & Process Improvement

We actively use AI throughout our business.

Responsibilities include:

Leverage ChatGPT, Claude, and other AI tools to improve productivity.
Identify automation opportunities.?Improve workflows.
Document standard operating procedures.
Build repeatable systems.
Recommend operational improvements.
Administrative Operations
Maintain organized digital filing systems.
Maintain SOP documentation.
Create reports and dashboards.
Update spreadsheets.
Prepare weekly KPI reports.
Identify process improvements.
Help build scalable business systems.

Required Qualifications:

Excellent written English.
Excellent spoken English.
Outstanding organizational skills.
Professional phone presence.
Strong attention to detail.
Excellent time management and prioritization skills.
Reliable high-speed internet.
Quiet home office.
Strong computer skills.
Self-starter with excellent judgment.
High level of personal accountability.
Comfortable learning new software quickly.
Able to manage multiple priorities simultaneously.

Preferred Experience:
Executive Assistant
Operations Coordinator
Healthcare administration
Home Care or Home Health
CRM management
Google Workspace
Microsoft 365
Zoho
Canva
Project Management
Social Media Management
AI tools including ChatGPT and Claude

Software You'll Use:

Google Workspace
Zoho ecosystem
WellSky
Apploi
QuickBooks
CRM software
LinkedIn

Facebook
Google Business Profile
Canva
ChatGPT
Claude

What Success Looks Like

Success in this role means:

APFM inquiries receive immediate attention.
Client inquiries receive timely and professional responses.
Every lead is tracked and followed through to completion.
The CRM is always accurate and current.
Referral marketing activities stay organized.
Weekly KPI reports are delivered on time.
Administrative systems become more efficient every month.
Families, caregivers, referral partners, and employees receive professional communication that reflects our Mission-First culture.
The founder spends time building relationships, not chasing administrative work.

Key Performance Indicators:

APFM response time
Overall lead response time
Assessment scheduling rate
CRM accuracy
Referral follow-up completion
Calendar accuracy
Marketing task completion
Google review requests completed
Weekly reporting accuracy
Process improvements implemented
Decision-Making Authority

We value initiative.

We expect tea ---------- mbers to identify problems, recommend solutions, improve systems, and take ownership of their work.

You'll be trusted to make sound decisions, communicate proactively, and continuously improve how we operate.

What We're Looking For

We're not looking for someone who simply follows instructions.
We're looking for someone who enjoys building systems, creating order from complexity, and helping a growing healthcare company operate at a high level.

If you love solving problems, improving processes, leveraging AI, and making a meaningful impact behind the scenes, we'd love to hear from you.

Growth Opportunity

This is not a typical virtual assistant position.

As our company grows, this role has the opportunity to grow into a senior operations leadership position with increasing responsibility in business operations, technology, automation, project management, and strategic initiatives.

We're looking for someone who wants to build a long-term career and grow alongside our company.

To help us identify candidates who pay attention to detail, begin your application with the words "Mission First."

Please also include:

• A brief introduction about yourself.
• A 2 to 3 minute video introducing yourself in English.
• One example of a process or system you improved in a previous role.
• A brief description of how you use AI tools such as ChatGPT or Claude in your daily work.