Assist World

Executive Assistant

• Assist with configuring, building out, and maintaining the backend of SimplePractice
• Coordinate transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records
• Consolidate Updox fax, Converge payment processing, and third-party bookkeeping into SimplePractice's unified billing and portal ecosystem
• Support administrative workflows for the January 1st office move, including provider credentialing address updates, phone-system adjustments, and website synchronization
• Manage overlapping professional and personal calendars
• Coordinate continuing medical education (CME) travel schedules and streamline daily appointments
• Process psychiatric prior authorizations
• Coordinate prescription refill workflows via EHR
• Organize electronic and uploaded document backlogs
• Manage practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries
• Serve as the primary point of contact for patients and families
• Handle sensitive interactions involving anxious clients, child custody desk requirements, and adolescent behavioral contexts
• Identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil according to practice protocols

Medical Practice Virtual Assistant

Digital Marketing

• Execute custom-designed digital marketing strategies for a top-producing real estate agent
• Schedule and publish recurring posts across Facebook, Instagram, LinkedIn, and X/Twitter
• Format graphics and short-form videos featuring listings, open houses, market updates, and community highlights
• Draft captions aligned with the agent’s values, investment insights, and local market expertise
• Monitor comments, direct messages, and community interactions daily; escalate buyer and seller leads
• Draft, format, and schedule bi-weekly/monthly email newsletters using real estate CRM and email marketing software
• Incorporate market reports, home valuation tools, featured listings, and home-maintenance advice into broadcasts
• Organize and segment contact lists
• Create social media posts, story templates, open house flyers, and market update graphics using Canva templates
• Promote digital client resources such as valuation pages, mortgage calculators, and buyer/seller guides
• Organize listing photos, property walkthrough clips, and client testimonials in shared cloud drives
• Participate in regular check-ins with the Lead Marketing Strategist
• Monitor email and social media engagement metrics to support strategy optimization

Digital Marketing Virtual Assistant – Real Estate Focus

Architect

• Produce accurate CAD drawings for interior design and millwork projects
• Translate specifications, dimensions, appliance details and project information into architectural drawings
• Develop first-pass drawings based on the architect's direction
• Revise and amend drawings based on feedback
• Ensure drawings are precise, consistent and aligned with specifications
• Manage assigned drafting work within agreed timeframes
• Liaise with the architect to clarify specifications, discuss revisions and ensure drawings meet project requirements

Architectural Drafting Assistant

Administrative Assistant

• Draft emails and correspondence for review and approval; never send on behalf of the client
• Attend select internal meetings for approximately 10–12 hours per month
• Take meeting notes and represent the company professionally
• Escalate questions rather than answering them immediately
• Sort and categorize QuickBooks receipts into correct expense categories
• Support client and agent onboarding by sending forms and completing account setup steps after trust is established
• Make and receive phone calls on the company’s behalf
• Handle account cancellations, including holding, verifying details, and drafting cancellation notices for approval
• Manage the calendar and organize a flexible day-to-day task list
• Handle ad hoc projects and new tasks

Virtual Admin Assistant

• Manage and organise multiple personal and professional email inboxes
• Monitor incoming messages and prioritise important or time-sensitive requests
• Manage calendars, appointments, meetings, and quarterly team reviews
• Coordinate family events, dinners, reservations, and personal appointments
• Assist with personal administration, including bills and other agreed tasks
• Keep the client organised and ensure important tasks do not fall through the cracks
• Use judgement to determine what requires immediate attention and what can be handled independently
• Monitor patient enquiries received outside normal office hours
• Respond professionally to patient emails and enquiries
• Review transcribed messages from the practice’s AI answering service
• Assist patients with scheduling and appointment-related queries
• Identify urgent or potentially serious patient matters and escalate them appropriately
• Communicate with patients calmly, professionally, and empathetically
• Maintain professionalism and confidentiality when handling sensitive patient information
• Use Slack to communicate with the dentist when an urgent response is required
• Coordinate with practice team members
• Help organise internal meetings and schedules
• Act as a reliable point of contact when the client is unavailable during working hours
• Potentially provide marketing support, website management and updates, additional practice administration, patient communications and follow-ups, broader business administration, and additional executive and personal support

Executive Assistant – Dental Practice, Personal Support

Ecommerce

• Manage and update the company’s Shopify website
• Add and update products, descriptions, images and other website content
• Ensure product information is accurate and clearly presented
• Upload and organise product imagery
• Maintain consistent website content and visual presentation
• Identify opportunities to improve website appearance, organisation and customer experience
• Conduct regular website checks to ensure content is current and displayed correctly
• Support management of Instagram and Facebook accounts
• Create, schedule and publish visually engaging social media content using Canva
• Adapt website and marketing content for social media
• Help maintain consistent visual identity across social platforms
• Assist with ideas for new content and campaigns
• Monitor content performance and identify resonating content types
• Create marketing materials using Canva
• Select and format imagery for newsletters, website content and social media
• Develop promotional and product-focused content
• Ensure customer-facing materials meet brand visual standards
• Create and send the weekly newsletter using Flodesk
• Adapt newsletter layouts, imagery and content from existing templates
• Source and create engaging product and brand content
• Ensure newsletters are polished, on-brand and optimised for engagement
• Manage the weekly email marketing schedule and deliver campaigns on time

E-commerce & Shopify Assistant

• Manage and organise executive calendars and schedule meetings
• Manage and respond to emails on behalf of company leadership
• Coordinate communications and follow-ups
• Provide general administrative support to multiple company owners
• Assist with invoice-related administration and tracking
• Support payroll approval processes and employee time tracking
• Monitor employee leave/time-off requests and reconcile these with client requirements
• Assist with maintaining employee and administrative records
• Prepare, format, proofread, and review documents
• Make and return phone calls where required
• Support the leadership team with ad-hoc administrative projects
• Assist with CRM and pipeline administration as the company develops its systems
• Identify tasks needing attention and proactively take action
• Improve organisation and administrative processes across the business

Executive Assistant – Healthcare Consulting

Social Media Manager

• Own day-to-day social media across Instagram, Facebook, and TikTok
• Create and schedule daily posts, repurpose content across platforms, and grow engagement and followers
• Support the launch and growth of TikTok using existing training material
• Source and manage influencer partnerships, including product-for-content collaborations and longer-term partnership opportunities
• Research and grow the brand's Reddit presence
• Maintain the online store, including listings, keywords, SEO, key functions, and automations
• Review AI-generated SEO blog content before publication
• Maintain existing marketplace listings and help set up new listings using existing product information
• Repurpose social media content for additional marketplace content channels
• Manage one-off projects such as migrating reviews and researching lower-cost shipping alternatives
• Project-manage external vendors on the founder's behalf
• Provide ad hoc administrative support and keep projects on track

Social Media, E-Commerce Support

• Report directly to the founder
• Manage and update the Shopify store
• Create, edit, upload, and organize products
• Work with Printify and other print-on-demand / fulfillment platforms
• Build product collections and improve product pages
• Create graphics, product mockups, website assets, advertisements, and social content
• Use Photoshop for design and image editing
• Help develop new merchandise and product ideas
• Manage Instagram and other social media channels
• Create and schedule social content
• Write captions and assist with short-form marketing copy
• Manage the email newsletter and email marketing calendar
• Create newsletter graphics and layouts
• Help plan promotions, launches, seasonal campaigns, and product drops
• Monitor orders, products, inventory, fulfillment, and basic customer issues
• Keep the website organized, current, and visually strong
• Review basic store, social, and email analytics
• Research trends, products, competitors, and new opportunities
• Handle miscellaneous administrative and operational projects
• Take ownership of day-to-day eCommerce operations and proactively identify, prioritize, and complete work

E-Commerce, Creative Operations Assistant

Client Services Representative

• Serve as the first point of contact for a small real estate law firm
• Answer incoming calls and enquiries
• Speak with prospective clients and understand their needs
• Qualify enquiries by asking appropriate questions
• Determine whether the firm's services are appropriate
• Collect, record, and organise intake information
• Schedule consultations and follow-up calls
• Pass qualified matters to the attorney when appropriate
• Refer unsuitable enquiries to the appropriate attorney or professional
• Answer client questions and follow up with existing clients
• Keep clients updated and explain next steps
• Build relationships with referral partners
• Check in with clients and identify ways to improve the client experience
• Escalate issues requiring the attorney's attention
• Design and structure the intake process
• Build systems for handling new enquiries
• Create procedures and checklists
• Improve information collection and document intake procedures
• Identify process gaps
• Help train future junior team members
• Eventually take ownership of the intake function
• Help reduce the attorney's need to personally screen incoming calls
• Help build systems that support adding junior intake staff

Legal Client Services – Intake Specialist

Estimator

• Download and organize all bid documents into Dropbox and CRM
• Maintain meticulous project records, including project name, GC, owner, and plan stage
• Assist estimator in preparing scope outlines, RFIs, and alternates
• Format and produce polished proposal documents using company templates
• Ensure pricing and scope data align between Excel proposal sheets and Word templates
• Track bid due dates and ensure timely submissions
• Send scope summaries to customers in advance when applicable
• Manage bid follow-up reports and communicate with Outside Sales for updates
• Maintain accurate CRM records for bid outcomes and project stages
• Support estimating meetings and assist with administrative coordination between Sales and Estimating