Virtual Executive Assistant

$52,000 - $72,800/Yr

Unclassified - Mountain View, CA

Part-time - Entry Level

Remote - Mountain View, CA

About the position

The Executive Assistant to the Pediatric Occupational Therapist (OT) plays a vital role in ensuring the efficient operation of the OT practice. This position requires excellent organizational skills, attention to detail, and the ability to handle sensitive information. The assistant will be responsible for administrative tasks, client coordination, and providing support to the therapist to allow for a smooth, client-centered experience.

Responsibilities

• Manage the OT's schedule, including appointments, meetings, and travel arrangements.
• Prepare and organize documents, reports, and treatment plans.
• Assist in maintaining client records and ensuring compliance with privacy regulations (HIPAA, etc.).
• Handle correspondence via email and phone, ensuring timely responses to clients, caregivers, and stakeholders.
• Serve as the first point of contact for clients, scheduling appointments, and managing cancellations or reschedules.
• Assist in the intake process for new clients, including gathering relevant medical histories and documentation.
• Provide clear communication to caregivers regarding treatment schedules, billing, and other logistics.
• Manage billing processes, follow-ups, and tracking payments.
• Coordinate with clients to resolve payment or coverage issues.
• Ensure accurate and up-to-date financial records are maintained.
• Order and manage office supplies and therapy materials.
• Maintain an organized and clean office environment.
• Liaise with external vendors for any business related needs, repairs, or technology support.
• Prepare materials and equipment needed for therapy sessions.
• Occasionally assist during therapy sessions by managing paperwork, documenting progress, or organizing activities.
• Help create an inviting and therapeutic environment for children and caregivers.

Requirements

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Previous experience as an executive assistant or in an administrative role, preferably in a healthcare setting.
• Experience with billing, insurance claims, and client management is highly desirable.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Proficiency in office software (Microsoft Office, Google Workspace) and familiarity with healthcare management software (e.g., SimplePractice).
• Ability to handle sensitive and confidential information with discretion.
• Compassionate and empathetic, with a strong desire to support children and families.
• High attention to detail and ability to work independently.
• Problem-solver with a positive attitude and excellent interpersonal skills.

Nice-to-haves

• Knowledge of pediatric occupational therapy or healthcare administration is a plus.

Benefits

• Competitive salary
• Paid time off and holidays
• Opportunities for professional development
• Collaborative and supportive work environment
• 401(k)
• Flexible schedule