This role supports a growing portfolio of physician-led businesses spanning healthcare, education, media, publishing, and professional services. Key brands include Pinnacle Business Academy, Mindful Practice Podcast, Phoenix Medical Spa, Phoenix Ascend Press, and related ventures. The idóneo candidate can move comfortably between brands while maintaining clear organization, professional communication, and consistent execution.

Own the day-to-day operational systems that keep multiple businesses organized, responsive, and moving forward. This is not a passive task-taking position. The successful candidate anticipates recurring needs, closes loops, documents processes, communicates early when something is blocked, and reduces the amount of routine administrative work that reaches the founder.

Responsibilities:

· Manage GoHighLevel contacts, tags, pipelines, forms, workflows, automations, email/SMS sequences, calendars, funnels, and basic landing-page or website updates.

· Maintain a master task and deliverables tracker across businesses, including deadlines, owners, dependencies, status, and follow-up.

· Manage scheduling, appointment coordination, calendar support, reminders, and routine administrative follow-through.

· Support customer and client communications by phone and email, including answering basic questions, routing inquiries appropriately, and documenting follow-up needs.

· Provide professional front-line support for healthcare-related and nonclinical business inquiries; understand when a question requires escalation rather than independent response.

· Maintain SOPs, checklists, shared folders, templates, access documentation, and recurring business processes.

· Coordinate with contractors and vendors, track requested deliverables,



and proactively identify overdue or blocked work.

· Support lead intake, guest or speaker inquiries, client onboarding, forms, follow-up workflows, and administrative handoffs.

· Assist with integrations and workflow connections involving tools such as Stripe, Zoom, Acuity, Google Workspace, and related platforms.

· Prepare concise weekly operational updates identifying completed work, priorities, risks, and items requiring founder decisions.

Must Have Skills:

· Demonstrated GoHighLevel proficiency beyond basic navigation; must be able to independently build, test, troubleshoot, and maintain workflows and automations.

· Excellent project and task management skills with a strong ability to prioritize, track details, and close loops without repeated reminders.

· Professional written and spoken English with strong customer-service judgment.

· Comfort answering phones and interacting with prospective clients, patients/members, podcast guests, business partners, vendors, and other stakeholders.

· Working familiarity with healthcare or medical-office terminology, privacy expectations, customer service, and professional boundaries.

· Strong problem-solving instincts: investigate first, identify options, and bring recommended solutions rather than simply reporting a problem.

· Ability to work across multiple businesses without confusing brands, audiences, offers, or communications.





· Strong documentation skills and comfort creating or maintaining SOPs.

· High reliability, responsiveness, discretion, and attention to detail.

· Ability to work independently in a fast-moving entrepreneurial environment.

Preferred Experience:

· Prior support for a physician, healthcare organization, medical practice, executive, entrepreneur, or multi-brand business owner.

· Experience with CRM cleanup, pipeline management, membership programs, online courses, podcasts, events, publishing, or professional services.

· Familiarity with Canva, Stripe, Zoom, Acuity, Google Workspace, project-management tools, and basic website administration.

Success in this Role Looks Like:

· Recurring processes happen on schedule without the founder having to remember or reassign them.

· Open loops, customer inquiries, and contractor deliverables are visibly tracked and followed through.

· GoHighLevel systems are accurate, tested, and maintained.

· Problems are communicated before deadlines, with context and a proposed solution.

· The founder receives fewer routine operational interruptions because the VA is confidently managing the system.

Benefits:

- Contractor: $750 USD MONTHLY
- 100% remote collaboration.
- Part Time Schedule: Monday - Friday 8:00 AM – 1:00 PM (CENTRAL TIME)
- Friendly and professional team.
- Opportunities for growth and development.

Required:

- Computer/Laptop with at least 16 GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Additional monitor.
- High Speed Internet speed of at least 100MBPS.
- Headset with an extended mic that has noise cancellation, and a quiet, dedicated workspace at home.
- Battery backup for computer and Modem.

📌 Operations & Systems Virtual Assistant (México)
🏢 Hpo Outsourcing Professionals - Agency
📍 México