Operations & Administrative Support

Title: Operations & Administrative Support - Remote Raven

URL Source: https://apply.workable.com/j/7E7B9F133A

Markdown Content: About the Role

The Remote Raven is a highly organized and proactive virtual assistant responsible for owning and managing day-to-day operational tasks that support the business. This role ensures that patient communication, scheduling, operational workflows, and internal systems run smoothly across multiple platforms. The ideal person for this role is a self-starter who thrives in a fast-paced virtual environment and takes genuine pride in keeping things running seamlessly behind the scenes.

Ideal Candidate

• Extremely organized and detail-oriented with a strong sense of ownership

• Tech-savvy and comfortable learning new platforms quickly

• Proactive and solution-focused — anticipates needs before they become problems

• Strong communicator, both written and verbal

• Comfortable managing multiple projects and priorities simultaneously

• Able to take initiative and work independently with minimal direction

• Experienced in virtual assistant, operations, or administrative roles

Key Responsibilities

Operational Ownership

• Own and manage daily operational tasks for the company

• Manage the company inbox, including email and text communications

• Monitor communications and ensure timely follow-up with patients and team members

• Support operational workflows and ensure systems are organized and functioning efficiently

Patient Communication & Scheduling

• Manage patient scheduling, confirmations, and rescheduling

• Handle patient communication through email, text, and scheduling platforms

• Confirm appointments and follow up with patients as needed

• Troubleshoot scheduling conflicts and resolve patient scheduling issues

• Maintain accurate patient documentation and communication records

Treatment Support & Payments

• Support treatment planning workflows to ensure a smooth patient experience

• Assist with processing payments and managing patient transactions

• Help ensure operational continuity between scheduling, treatment planning, and payment systems

Monday Board & Task Management

• Own Monday Board patient creation and ongoing record maintenance

• Ensure tasks, workflows, and team updates are documented and tracked consistently

• Update project boards and maintain visibility of progress across all active initiatives

Myo Kit Operations

• Oversee Myo Kit shipping and fulfillment

• Ensure orders are processed accurately

• Track and confirm delivery with patients

Process Improvement

• Assist with developing and improving internal processes and procedures

• Participate in brainstorming sessions with the leadership team

• Gather input and feedback from team members about operational challenges

• Identify opportunities to improve systems, workflows, and overall efficiency

Software & Platform Support

Become knowledgeable in multiple platforms to support daily operations, troubleshooting, and team coordination. Prior experience with any of the following is a plus:

• Monday.com — task and project management

• SimplePractice — patient management and scheduling

• HoneyBook — client and project workflows

• Kajabi — course and content platform

• Google Drive / Google Workspace — file management and collaboration

• Canva — design and content creation

• Calendly — appointment scheduling

• Zoom — virtual meetings and recordings

• PowerPoint — presentations

• Outlook — email and calendar management

• Mailchimp — email marketing

Platform support responsibilities include:

◦ Troubleshooting software issues as they arise

◦ Assisting team members with platform usage and questions

◦ Ensuring the team lead's Zoom account maintains available storage space for recordings