CPT-11493 Executive Operations & Business Support Virtual Assistant

Title: CPT-11493 Executive Operations & Business Support Virtual Assistant

Independent Contractor – CPT-11493 Executive Operations & Business Support Virtual Assistant/Business Support VA/Junior Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A growing non-medical in-home care agency in Orange County, California, is seeking a part-time Executive Operations & Business Support Virtual Assistant to support the owner and Operations Manager with recurring executive, administrative, organizational, CRM, follow-up, research, and operational responsibilities. The owner spends significant time in the community developing referral relationships, building partnerships, and growing the business. The VA's primary purpose is to keep the owner organized, maintain accurate business information, track commitments and follow-ups, and ensure important administrative responsibilities do not fall through the cracks. This role requires a highly organized, proactive, forward-thinking professional who can learn the business, exercise sound judgment, communicate appropriately on behalf of the owner, and independently bring assigned responsibilities to completion once trained.

PRIMARY ROLE PRIORITIES

During the initial 60–90 days, the VA's primary focus will be executive organization, CRM maintenance, task tracking, follow-up management, and administrative support. Research, recruiting support, and outbound outreach will be secondary responsibilities and may expand as the VA demonstrates proficiency with the core role.

• Executive organization and follow-through
• Calendar, email, task, and deadline management
• CRM accuracy and follow-up tracking
• Operations and administrative support
• Referral-source and community-partner research
• Outbound follow-up and communication, as assigned
• Caregiver recruiting administration, as assigned

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Executive & Administrative Support

• Manage the owner's calendar, coordinate meetings, prevent scheduling conflicts, prepare the owner for upcoming appointments, and help protect time for business development and other high-value activities.
• Monitor and organize the owner's business email, identify messages requiring action, draft routine responses when appropriate, track unanswered or pending communications, and help ensure important messages receive timely follow-up.
• Track outstanding tasks, commitments, deadlines, and promised follow-ups.
• Provide proactive reminders and concise updates on items requiring owner attention or decisions.
• Maintain organized administrative records, files, meeting notes, and task trackers.
• Work closely with the Operations Manager on recurring internal tasks while following clearly assigned priorities and ownership.
• Take ownership of assigned responsibilities and bring tasks to completion without requiring repeated reminders from the owner.
• Take detailed notes and ask clarifying questions during the initial training period to ensure instructions and expectations are accurately understood
• Shadow the owner during the initial learning period to understand daily workflows, priorities, and business operations before independently taking over assigned responsibilities

CRM & Business Operations

• Maintain accurate and current CRM records.
• Track outreach activity, contacts, referral sources, next steps, and follow-up requirements.
• Research referral sources, community partners, senior-service organizations, healthcare contacts, and other potential business relationships.
• Organize prospect, referral, and community-partner information.
• Support basic caregiver recruiting administration, candidate tracking, and follow-up as directed.
• Maintain business records, spreadsheets, databases, and operational trackers.
• Identify incomplete records, overdue follow-ups, or administrative gaps and proactively bring them to the appropriate team member's attention.
• Support the implementation and adoption of the client's new CRM as the system and workflow are being developed
• Adapt to evolving CRM processes and procedures as the client and VA establish the most effective workflow

Outreach & Communication

• Conduct occasional outbound calls, emails, or follow-up communications using approved messaging and guidance.
• Represent the company and owner professionally when communicating with referral partners, community contacts, caregiver candidates, vendors, and other outside contacts.
• Conduct basic information-gathering conversations and ask thoughtful follow-up questions rather than relying solely on a script.
• Document conversations, outcomes, next steps, and follow-up dates in the appropriate system.
• Escalate qualified opportunities, sensitive matters, clinical questions, complaints, or issues requiring management attention.
• Screen inbound and outbound communications as an initial point of contact and determine which matters require escalation to the owner
• Research and identify the appropriate decision-maker or contact person within referral organizations rather than relying solely on general inboxes or receptionists
• Use professional, empathetic communication when interacting with potential clients, clients, caregivers, referral partners, and other contacts
• Handle upset or frustrated callers calmly and professionally, identify the underlying concern, and determine the appropriate next step

Caregiver Recruiting Administration

• Follow up with prospective caregiver candidates who have incomplete application or hiring documentation
• Identify missing candidate paperwork, communicate with candidates to obtain outstanding requirements, and escalate unresolved documentation issues
• Coordinate with management when candidate requirements remain incomplete and additional direction is needed to determine whether to continue or move to another candidate

Referral & Community Research

• Research beyond general contact information to identify the specific decision-maker or appropriate referral contact within hospitals, assisted living communities, skilled nursing facilities, and other organizations
• Identify direct contact information for relevant referral personnel when only general organizational contact information is initially available
• Support initial outreach to identified decision-makers to establish contact or request an appointment

Weekly Executive Support

• Prepare a concise weekly executive support summary for the owner and Operations Manager that may include:
• Open owner action items and decisions needed
• Follow-ups due or overdue
• Referral and outreach activity
• Important upcoming appointments and deadlines
• CRM items requiring attention
• Recruiting or administrative issues
• Items awaiting responses from outside contacts
• Recommended priorities for the upcoming week

AI & Productivity Tools

• Use approved AI and productivity tools to improve efficiency in research, drafting, summarization, task organization, meeting preparation, and routine administrative work.
• Apply appropriate judgment when using AI and never enter protected, confidential, or sensitive information into unapproved systems.
• Review AI-generated work for accuracy, professionalism, and appropriateness before it is used or shared.

Confidentiality & Compliance

• Handle client, caregiver, employee, referral-partner, and business information discreetly.
• Follow established privacy, cybersecurity, and data-handling procedures.
• Complete HIPAA training/certification before handling applicable protected or sensitive information.
• Avoid providing medical advice, making clinical decisions, or acting outside the agency's non-medical scope.
• Immediately escalate privacy, compliance, or sensitive client/caregiver concerns to the appropriate internal team member.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous executive assistant, operations support, administrative coordination, or similar experience required.

• Mid-level to senior-level experience strongly preferred.

• CRM management experience preferred.

• Strong calendar, email, task-management, and follow-up experience.

• Customer service or professional business communication experience strongly preferred.

• Strong spoken and written English required.

• Home care, healthcare, senior services, professional services, or a similar industry is a plus but not required.

• Recruiting, referral-development, lead-management, or business-development support experience is a plus.

• Experience using AI tools for administrative productivity is preferred.

• HIPAA training/certification may be required.

• IDEAL CANDIDATE PROFILE

• Extremely organized, dependable, and detail-oriented

• Proactive and forward-thinking, with the ability to anticipate next steps

• Strong executive-assistant, operations-support, or administrative coordination background

• Professional, confident, and conversational on the phone

• Able to ask thoughtful questions and understand the purpose behind an assignment

• Comfortable independently following through and closing the loop on tasks

• Able to prioritize competing responsibilities and identify what requires immediate attention

• Strong written communication and documentation skills

• Able to work effectively with both the owner and Operations Manager

• Discreet and trustworthy with sensitive information

• Comfortable learning new software, systems, processes, and AI-enabled productivity tools

• KEY OUTCOMES / MEASURES OF SUCCESS: The VA will be successful when the owner spends less time managing administrative details, CRM information remains current, follow-ups occur consistently, commitments are tracked through completion, and the owner and Operations Manager have clear visibility into outstanding priorities.

• Important commitments and follow-ups are consistently captured and completed on time.

• The owner's calendar and business email are organized and actionable.

• CRM and referral-source records remain accurate and current.

• The owner receives timely reminders and concise information needed to make decisions.

• Assigned responsibilities are completed with decreasing levels of supervision as the VA becomes trained.

• Outside contacts receive professional, timely communication.

• The VA identifies administrative gaps and potential issues before they become problems.

• The owner is able to spend more time on relationship development, referral generation, community engagement, and business growth.