Administrative Specialist - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Administrative Specialist on behalf of our client, a growing veterinary practice located in Louisiana. This role is ideal for someone who is highly organized, proactive, and passionate about supporting both pets and the people who care for them.

The practice is in an exciting startup and growth phase, and they are seeking a dedicated administrative partner to help build efficient systems, create structure, and support daily operations through strong organization, communication, and process development.

About Our Client

Our client is a veterinary practice focused on delivering personalized care for pets and their owners, with a strong emphasis on client education and proactive wellness. Their mission is to minimize headaches and maximize efficiency so the team can focus on delivering excellent care and prescriptions without chaos or burnout.

They are intentionally building a practice culture that prioritizes:

• Organized, efficient workdays

• Clear expectations for clients and staff

• Proactive care rather than reactive care

• Asynchronous communication so questions are always answered thoroughly

Responsibilities

Administrative & Practice Support

• Provide high-level administrative assistance to the practice owner and team

• Support organization and workflow improvement across the clinic

• Assist with building systems that reduce day-to-day chaos and improve team sustainability

  
  

Scheduling & Client Communication

• Manage the appointment calendar and confirm upcoming visits

• Handle client inquiries via phone and email with professionalism and warmth

• Coordinate scheduling workflows and maintain accurate patient records

  
  

Client Documentation & Education Materials

• Create and maintain client-facing documents, forms, and treatment plans (approximately 1020 per week)

• Support development of educational materials that help pet owners understand proactive care

  
  

Standard Operating Procedures (SOPs) & Startup Systems

• Develop and implement SOPs for a growing startup practice

• Build protocols for staff to follow so expectations are clear and repeatable

• Assist in packaging services and creating structured workflows for new offerings

  
  

Equipment & Inventory Management

• Support equipment and inventory tracking as the practice adds new services and tools

• Maintain schedules and reminders for equipment maintenance to ensure nothing is missed

  
  

Technology & Efficiency Support

• Help the practice stay current with technology tools that improve operations

• Assist the owner in identifying systems that increase efficiency and reduce administrative burden

Tools & Systems

The practice currently uses:

• Google Workspace

• Digitail (PIMS)

• QuickBooks

Candidates should be comfortable learning and working within veterinary software platforms.

Requirements

• Prior experience in an administrative or operations support role

• Strong organizational skills and attention to detail

• Ability to create systems, checklists, and repeatable workflows

• Comfortable handling client communication with empathy and professionalism

• Tech-forward mindset with a desire to learn and improve practice systems

Top Non-Negotiables

Candidates must meet the following requirements:

• Prior experience working in a veterinary practice

• Experience using Google Workspace tools effectively

• Experience developing and implementing SOPs and structured workflows

• Loves technology and is eager to continue learning new tools

Benefits

• Competitive salary commensurate with experience.

• Opportunities for professional development and growth.

• Work in a dynamic and supportive team environment.

• Make a meaningful impact by helping to build and strengthen families across the globe.