Hours per week: Around 10 hours per week to start (40 hours per month approx), with the opportunity for additional hours in the future.
Pay: $20–$25 per hour, depending on experience.
We are a high-performing, functional dietitian-led virtual practice seeking a lively, fun, and detail-oriented virtual assistant with a passion for health and providing excellent customer service.
Prior administrative experience, being extremely tech-savvy, and a love for women’s health and functional medicine nutrition are required. We love hiring people who eat, sleep, and breathe what we do—and who live the company’s values in their daily lives.
Previous experience in a functional medicine practice is a plus, and experience with Practice Better or a similar telehealth platform is required.
This position is for you if you’re looking for an unconventional role in nutrition and thrive in providing administrative, customer, tech, and organizational support.
This role requires you to be a problem-solver at heart, obsessively detail-oriented, possess a positive, get-it-done attitude, appreciate a growing company, and want to grow with this role over time.
This position is not for you if you already work a 9–5 and are just looking for a side hustle. It requires availability and responsiveness to both client and internal messages during normal business hours—and within 24 hours. Due to the nature of the work we do, this is not negotiable.
This role is also not suitable if you’re currently between jobs but actively seeking full-time employment, as we’re looking for a long-term commitment in this role (think 1–2 years).
While this is a remote role, we’d love to connect with someone in or near the Boston area who would be open to working in person around once per month. This is not essential, but it’s preferred.
Schedule and Communication
The position requires up to approximately 10 hours per week, give or take. You must be available to check in with the team and respond to clients once in the morning and once in the late afternoon during the working hours of 10:00 AM–5:00 PM EST, Monday through Friday. (Please note: we do not expect you to be available from 10–5 at all times. We’re simply looking for a candidate who can check in at least twice daily—morning and afternoon—within that window.)
The ideal candidate is highly professional, self-led, treats customers like gold, values communication, and understands how important clarity is when working on a virtual team.
This role requires daily use of Kajabi, Practice Better, Zapier, Slack, and Notion.
Client Experience
As a team, we deliver an excellent, compassion-led experience to our clients. The ideal candidate is someone who double-checks their work to ensure tasks are completed accurately and to the best of their ability—because they understand just how impactful great customer service can be to someone’s healing journey.
The Ideal Fit
- Professional, positive, and clear communication skills
- Meticulously organized
- Listens to women’s health and functional medicine podcasts while driving or walking—and gets excited to chat about episodes with friends or their partner
- Loves a good matcha latte and a morning meditation
- Reliable and consistently available to complete tasks on time
- Prior experience with HIPAA and client confidentiality
- Understands how important attention to detail and double-checking are to the client experience—details must be your jam
- Loves a clear SOP/process, can follow directions carefully, and is always looking for ways to streamline and improve
- Expert "Googler"—you enjoy and know how to find the answers to problems
- Rarely (if ever) misses a deadline
- Has reliable internet access
- Proficient in Gmail and Google Calendar
- Experience using Kajabi and Notion (preferred), Practice Better or a similar telehealth platform, and Slack (required)
- Tech-savvy—you’re a unicorn who can connect platforms, simplify systems, and confidently use tech to automate and optimize
- Thrives in owning tasks and over-delivering
- Can manage projects from start to finish, anticipate needs before they arise, and get things done efficiently
- Comfortable in a fast-paced environment and can juggle multiple tasks and shift direction when needed
- Available during regular business hours (10:00 AM–5:00 PM EST). Please do not apply if you are unavailable during this time.
Typical Work Day:
- Review daily tasks via Notion
- Check in with the team
- Reply to customer service emails and messages with care and warmth
- Schedule client sessions and meetings
- Order client labs
- Create and refine SOPs and automations
- Act as right-hand support
- Onboard new clients, manage client scheduling, process payments, and handle disputes as needed
- Integrate new technology (such as HIPAA-compliant AI note-takers) through Practice Better
- Brainstorm creative, fun ways to enhance and expand what’s already working
- Hire and manage interns and vendors as needed
- Update SOPs
- Other administrative tasks as needed
This role is ideal for someone who wants to be part of a company making a meaningful impact on women’s health—and who’s looking for a part-time position where they can truly make their own, with room to grow over the next few years.
Sound like you? Here’s what’s next:
Please submit a single PDF file that for your "Resume" includes your resume, cover letter, and your answers to the questions below when applying. File name: YourName.VA.pd
Incomplete applications will not be considered. This is a remote position. Hours are approximate, based on skill level, and are not guaranteed.
Applications are due by Monday, October 13th, at 5:00 PM EST to be considered. Please be sure to include your available start date and where you are based/your time zone in your application.
Application Questions:
- What makes you perfect for the role? (Preference will be given to those who answer this via a Loom video—max 3 minutes.)
- How would you respond to the following customer service email to allow the customer a full refund? "I was just charged $100 for my monthly subscription and I thought I canceled it. Please let me know how this can be resolved."
- Describe a time you made a mistake, how you communicated it, and how it was resolved.
- Are you available to check in with the team and clients once in the morning and once in the late afternoon each weekday between 10:00 AM–5:00 PM EST?
Job Types: Part-time, Contract
Pay: $20.00 - $25.00 per hour
Work Location: Remote
