Role: Administrative Assistant / Virtual Assistant
Priority Location: South Africa (SA) or Latin America (LATAM)
Working Hours: 8:00 AM – 5:00 PM / 9:00 AM – 5:00 PM MST (Arizona Time)
Type of contract: Independent Contractor
Type of job: Remote
Salary: $1500 - $1700

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

About the Company

This organization is a leading, mid-sized mental health group practice dedicated to providing compassionate, high-quality care. Operating across multiple physical locations and via telehealth, the practice supports a team of approximately 20 therapists, including licensed clinicians and interns. Known for being one of the largest providers in its region, the practice prides itself on creating a warm, supportive environment for both its staff and the clients it serves.

About the Role

As the primary point of contact, you will serve as the "human connection" for individuals seeking mental health support. This is a mission-critical position where empathy meets efficiency. The goal of this hire is to ensure no inbound call goes unanswered and that every prospective client is guided through the intake process with warmth and professionalism. You will be a vital part of an administrative team that allows clinicians to focus entirely on patient care.

Key Responsibilities

High-Touch Client Intake: Answer all inbound calls promptly during U.S. business hours; guide prospective clients through the initial intake process and schedule sessions across a team of 20+ therapists.
Operational Support: Manage backend scheduling and patient setup within the practice management software.
Patient Communications: Serve as the lead on client inquiries regarding billing, medical records requests, and general questions.
Therapist Liaison: Assist the clinical team with administrative tasks, software troubleshooting, and internal documentation needs.
Project Assistance: Support the leadership team with ad-hoc operational projects to improve practice efficiency.

Qualifications & Skills

Hard Skills:

Bilingual Proficiency: Exceptionally strong verbal and written English (Native-level or heightened proficiency required).
Tech Savvy: Proficiency in G-Suite, CRMs, and practice management software.
Telephony Systems: Experience with web-based phone systems (e.g., 3CX, RingCentral).
Healthcare Experience: Prior experience in medical/mental health intake or billing is highly preferred.

Soft Skills:

Compassionate Presence: Ability to provide a warm, empathetic experience for callers in potentially sensitive situations.
Confident Autonomy: A self-starter who can troubleshoot in real-time and take initiative without constant supervision.
Balanced Communication: Professional and persuasive enough to get clients scheduled without appearing "salesy."
Extreme Reliability: A "rock" for the team who thrives on consistency and being available during core business hours.

Administrative Assistant - 18921