Virtual Administrative Contractor (Part-Time, 10 hrs/week)

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Supporting a Growing Private Mental Health Practice About the Practice: Intimasee is a small but growing private therapy practice, currently operating part-time with plans to expand to full-time by late September 2025. We're passionate about delivering high-quality, client-centered mental health care in a way that is ethical, heart-forward, and grounded in trust and transparency. We are looking for a proactive, detail-oriented, and mission-aligned Virtual Administrative Contractor to provide up to 10 hours of weekly support. This role is ideal for someone who understands the inner workings of a private therapy practice, has a strong grasp of HIPAA compliance, and is excited about supporting both the operational and growth phases of a business. Key Responsibilities: Answer and return Google Voice calls promptly and professionally Schedule initial consultation calls and coordinate client intakes Reply to emails in a timely, empathetic, and organized manner Maintain and manage a waitlist system Schedule new clients as space becomes available (e.g., when clients off-board) Communicate with insurance companies, including providing documents like headshots Organize G-Suite folders and documentation; create templates for communications (e.g., welcome emails, referrals for not-a-fit clients) Support the setup and maintenance of Google Business Research and coordinate administrative tasks such as: Finding and communicating with a small business lawyer Contacting iPostal to clarify billing and service structure Submitting paperwork to the Virginia licensing board to support clinician licensure Researching upcoming clinical supervision classes Researching retirement and health insurance options for the business Assist with policy and procedure development as the practice scales Other duties as assigned, including occasional personal support tasks (e.g., scheduling personal medical appointments) Ideal Candidate: Organized, proactive, and communicative Understands the sensitive nature of mental health and client confidentiality (HIPAA knowledge is a must) Comfortable working independently and remotely Has experience with Google Workspace (Gmail, Calendar, Drive), virtual phone systems, and CRM or EHR platforms (optional but helpful) Able to balance administrative tasks with occasional personal assistant responsibilities Interested in long-term growth and potentially joining Intimasee as the first full-time team member in the future Commitment: Up to 10 hours/week to start, with room for growth as the practice expands Flexible hours with some availability needed during standard business times Independent contractor role (1099)

Keyword: Customer Support

Price: $10.0

Administrative Support Customer Service Health & Wellness English Business with 1-9 Employees Limited Liability Company Virtual Assistance Scheduling Email Communication