Full-Time Virtual Assistant – Clinic Administration, Marketing & Executive Support

Full-Time | Remote | Monday–Friday | Ontario (Eastern Time) Business Hours We are a growing physiotherapy and wellness clinic in Ontario looking for an exceptional Virtual Executive & Clinic Assistant to become a trusted member of our team. This is a varied role combining virtual reception, clinic administration, executive/personal assistance, marketing, and academic support. We currently have two physiotherapists and plan to significantly grow our clinical team over the next year. We're looking for someone who is proactive, highly organized, quick to respond, and genuinely enjoys helping people. Responsibilities Clinic & Administrative Support Answer clinic phone calls during Ontario business hours Manage patient email s, bookings, schedules, and waitlists using Jane Assist with billing, forms, follow-ups, and general administration Provide an exceptional patient experience by phone and email Help improve and maintain clinic systems and processes Executive & Personal Assistance Manage email s, calendars, appointments, deadlines, and follow-ups Assist with research, organization, projects, and day-to-day tasks Take ownership of tasks without requiring repeated reminders Assist with other reasonable business, administrative, academic, and personal-assistant tasks as needed Marketing & Content Create polished graphics and educational content using Canva Assist with social media content and scheduling Help maintain consistent clinic branding Support basic website and marketing tasks PhD & Research Support Organize research documents, references, notes, and files Format documents and presentations Assist with research, scheduling, deadlines, and other academic administrative tasks Create Canva content related to research and professional education Availability This is a full-time, active support role. You must be available Monday–Friday during Ontario (Eastern Time) business hours. During working hours, you are expected to be online and responsive. Messages and requests should generally be acknowledged within 15–30 minutes, even if the task itself will take longer. We're Looking for Someone Who Is Exceptional in written and spoken English Warm, professional, and confident speaking with patients Highly organized and detail-oriented Proactive, resourceful, and an excellent problem solver Reliable and highly responsive Flexible and comfortable with changing priorities Eager to learn new skills and technology Able to work independently and take initiative Willing to go above and beyond for patients and the team Comfortable with a role where responsibilities may evolve as the clinic grows Technical Requirements You must have a reliable high-speed internet connection, a relatively new computer, uninterrupted online access during working hours, and a quiet environment suitable for patient phone calls. Experience with Jane, Canva, Google Workspace, social media, or similar platforms is an asset. We're looking for someone who can become a true right hand to the Executive Director while also being a warm and reliable first point of contact for our patients. If you're organized, resourceful, kind, and excited to grow with a small but ambitious healthcare team, we'd love to hear from you.