Virtual Operator

Job Title: Virtual Operator
Location: Remote
Job Type: Part-Time to Full-Time
Do you believe in meaningful work that can save lives and help others thrive? Are you an enthusiastic go-getter who excels in a fast-paced environment and big-picture thinking? Can you complete assignments accurately and on time while staying ahead of everyone else?
If you have extraordinary organizational skills, amazing follow through, and a keen eye for detail, we have the perfect job for you!
We are looking for a Virtual Operator to join our dream team and take on the responsibility for supporting projects and initiatives that drive brand, product and business objectives.
Introduction:
Psychable is an online directory, practitioner review, and social networking site designed to connect psychedelic-assisted therapy practitioners with those seeking services. The platform streamlines the research process for seekers by offering search filters including geolocation, treatment type, training or credentials, and other preferences to match with practitioners of their choosing.
A true one-stop community for discovering and booking psychedelic-assisted treatments, Psychable’s network allows practitioners and patients to communicate directly with one another to discuss the best possible treatment plans and encourages users to share recommendations and reviews of practitioners.
Additionally, Psychable supports a private practice arm, providing wellness support via telehealth, ensuring convenient and accessible care.
Psychable also hosts an extensive library of proprietary, medically-reviewed articles on all aspects of psychedelics as part of its mission to continue to inform and educate the world about the power of psychedelics as part of holistic health.
About The Candidate:
You should be a responsible leader with an analytical and strategic mind and have a broad knowledge of the business. Overall in charge of our day-to-day operations. Working side by side with the Founder/CEO. As the virtual operator, you recognize the need to identify and manage cross-project dependencies by providing insights into risk, issues, requirements, design, or solutions to the team. Your job includes designing policies, overseeing customer service and implementing technology solutions. You also need to ensure that the outcome and the deliverable are on time to the complete satisfaction of our clients.
Governance, Alignment, Assurance, Management, Integration, Planning Improvement, Infrastructure & Processes are your guiding principles by which you run a tight ship.
Responsibilities:
General Administrative:
Act as general go-to support staff.
Utilize Notion effectively to manage tasks, projects, and SOPs. Ensure all information is up-to-date and easily accessible to relevant team members.
Build and maintain organizational systems for clients, finances, and other key information.
Assist in creating and refining standard operating procedures. Ensure that all processes are documented clearly and updated regularly.
Oversee various projects from inception to completion. Ensure deadlines are met and objectives are achieved while coordinating with all stakeholders.
For Psychable:
Client Success:
Onboard new customers for online courses and memberships.
Collect and update all client information.
Communication:
Manage and respond to email communications with customers and potential customers.
Marketing:
Create & send out newsletter on a regular basis.
Graphic design.
Support with social media.
Help in the creation of digital assets such as presentations, reports, and any other required documentation.
Finances:
Manages payroll and P&L for the company, tracks revenues and updating dashboard, expenses in an organized, transparent and efficient fashion.
Private Practice:
Client Success:
Respond to client administrative questions.
Manage communication with clients to schedule meetings, follow up on appointments, and maintain professional relationships. Handle inquiries promptly and efficiently.
Finance:
Track P&L.
Manage client payments.
Marketing:
Create & send out newsletter on a regular basis.
Graphic design.
Support with social media.
Support w content creation.
Retreats:
Search, find, and evaluate potential venue options.
Primary liaison for all communications with the venue before, during, and after the event.
Search, find, and select catering options.
Skills:
Project Management
Management
Business Development
Business Process
Business Strategy
Analytical Skills
Leadership
Operations Management
Marketing Management
Business Planning
Marketing Communications
Management Consulting
Qualifications:
Demonstrable successful track record as an Assistant for online coaching businesses, with strong references.
Excellent written communication skills.
Graphic design proficiency.
Social media savvy.
Basic video editing.
Product launch and digital marketing experience
Fluent verbal English skills for customer service via telephone.
Experience or passion for the personal development world.
Proven experience in Business Operations or similar role. Proficiency in Notion, with a thorough understanding of its features for task and project management.
Experience in booking travel and accommodations, particularly with online platforms like Airbnb.
Excellent organizational skills and the ability to manage and execute multiple projects simultaneously.
Strong, proactive communication and interpersonal skills.
Ability to develop and streamline SOPs.
Creative problem-solving skills and attention to detail.
Comfortable working in a fast-paced, remotely coordinated environment.
Ideally, available to come into the Miami office as needed.
Familiar with using WordPress.
What We Offer:
Flexible working hours.
A remote work environment with a respectful and nourishing culture, supportive and vibrant team.
Opportunities for professional development and growth.
We look forward to welcoming a driven and meticulous Virtual Operator to our team, someone who will not only manage day-to-day tasks but also contribute to long-term improvements and success.