Operations Virtual Assistant

About Winona:

Winona is one of the leading telemedicine companies providing HRT for women in menopause. We’ve built all of our technology in house including an EHR, patient care admin system, patient portal, website, marketing technology etc. Winona has two compounding pharmacies and a team of in house physicians providing world-class care via a fully vertically integrated business model.

About the role:

We are seeking a detail-oriented and proactive Virtual Assistant to support our Operations team. The VA will play a critical role in maintaining organization, streamlining processes, and ensuring smooth operations. This position requires excellent organizational skills, a tech-savvy mindset, and the ability to multitask effectively. The ideal candidate will be a self-starter, capable of working independently, and possess a strong understanding of digital tools and platforms.

Seniority Level: Junior-Mid level

Responsibilities:

Google Business Account Management:

• Oversee and manage Google business accounts, ensuring all activities are up-to-date and compliant with Google's policies.

• Respond to inquiries and resolve issues related to Google business accounts.

Email Management:

• Maintain and organize the shared mailbox for efficient mail management.

• Prioritize, categorize, and respond to emails promptly and professionally.

• Filter spam and manage email folders to ensure a clean and organized inbox.

Document Management & Execution:

• Prepare and manage documents using PandaDoc, ensuring timely execution and accurate completion.

• Customize templates to meet specific business needs.

• Track and follow up on document statuses to ensure all required signatures and approvals are obtained.

Data Center Management:

• Maintain and organize the data center (digital files and information), ensuring information is accurate, secure, and easily accessible.

• Implement and maintain a consistent filing system.

• Conduct regular audits to ensure data integrity.

Project & Task Management:

• Manage ClickUp tasks to ensure the proper flow of information and efficient task completion.

• Create, assign, and track tasks, ensuring deadlines are met.

• Update task statuses and provide regular progress reports.

Database Management:

• Create, manage, and update Airtable databases to track and report key data.

• Develop and implement database structures to optimize data organization and retrieval.

• Generate reports and visualizations from Airtable data.

Mailing Coordination:

• Coordinate and manage mailing tasks, including preparing and shipping items.

General Administrative Support:

• Provide general administrative support to the Operations team as needed.

Requirements:

• Proven experience as a Virtual Assistant or in a similar administrative role.

• Proficiency in tools such as ClickUp, AirTable, and PandaDoc.

• Strong organizational and time management skills.

• Excellent written and verbal communication skills.

• High level of attention to detail and accuracy.

• Ability to work independently and handle multiple tasks simultaneously.

• Reliable internet connection and access to a suitable workspace.

What’s in it for you?

As a full-time member of our team, you’ll enjoy:

• Flexible hours, work wherever you choose

• Unlimited PTO

• Non-working holidays per country of residence

• Pro-rated 13th-month bonus in select regions

• Referral bonuses

• Financial support for online courses

• Fun and casual work environment

• Employee engagement activities and virtual gatherings

• We are a diverse, global team! 🌍