Administrative Virtual Assistant

Job Summary: We're eager to find a sharp, emotionally intelligent Sales and Admin VA to be the right-hand support for a growing veterinary services practice focused on compassionate end-of-life pet care. You'll convert inbound leads into booked appointments, handle client communications with empathy, take on day-to-day administrative work, and support operations across several platforms. Our ideal hire is a critical thinker who sees needs coming, owns their tasks, and keeps up with a fast-moving founder. Key Responsibilities: Work inbound leads and convert them into booked appointments and service contracts

• Speak with clients by phone and messaging with compassion and strong emotional intelligence, especially in sensitive end-of-life situations
• Handle scheduling, booking confirmations, and calendar coordination
• Manage invoicing and basic financial tracking
• Keep the Notion workspace organized for project and task management
• Make light website updates and handle basic site management
• Develop and sustain referral network relationships with partner services such as cremation providers, referral veterinarians, and aftercare vendors
• Offer marketing and social media content ideas, including producing basic social media posts
• Arrange logistics with external partners and service providers
• Carry projects from concept through completion
• Write and update SOPs for recurring business processes
• Take on assigned research, such as compliance requirements, vendor sourcing, and administrative filings
• Handle basic GoHigh
• Level tasks, including lead tracking and workflow upkeep once systems are set up
• Mandatory Skills: Excellent written and verbal English communication
• Strong emotional intelligence and the ability to communicate with compassion and sensitivity
• Proven background in sales support, lead conversion, or appointment setting
• Skilled with CRM platforms, ideally GoHighLevelExperience with project management tools such as Notion or comparable platforms
• Strong critical thinking and problem-solving skills with a proactive outlook
• Ability to anticipate needs, think ahead, and raise potential issues before they happen
• Detail-conscious, dependable, and able to self-direct with minimal supervision
• Strong organizational and time management skills
• Preferred Skills: Background in veterinary, healthcare, or pet services industries
• Working knowledge of GoHigh
• Level for lead management and basic workflow upkeep
• Experience making basic social media content with tools like Canva
• Customer service experience in emotionally sensitive or high-empathy settings
• Experience with invoicing, billing, or basic financial administration
• Working knowledge of WordPress for basic website content updates
• Ability to keep several projects moving at once
• Experience supporting a founder or solo operator in a startup or early-stage business

Why Join Us: This is a distinctive opportunity to be the right hand of a passionate veterinarian building a meaningful practice from scratch. Your work will visibly shape operations and growth, with space to take on more responsibility over time. If you thrive in dynamic settings, like juggling many roles, and want to contribute to something purpose-driven, this position offers both challenge and reward.