Our client is a fast-growing, concierge-style pediatric mental health company serving families throughout Southern California. Their clinics are modern, neuroscience-informed, and intentionally designed to deliver an exceptional client and family experience.

They are seeking a highly organized Virtual Assistant to support their Founder & CEO directly, with a clearly defined path to grow into a full-time Executive Assistant role.

The Role

This is a high-trust, high-impact position.

The Virtual Assistant will bring structure, clarity, and organization to a dynamic CEO with a full calendar and big-picture thinking. The role supports both professional operations and select personal logistics, with the goal of creating calm and reducing cognitive load.

This position begins at approximately 20 hours per week, with strong potential to expand into a full-time role based on performance.

Core Responsibilities

• Comprehensive calendar management (business and personal)
• Inbox organization and drafting responses
• Travel planning (flights, accommodations, itineraries)
• Follow-up tracking and reminder management
• Managing recurring personal logistics (birthdays, gifts, subscriptions, renewals)
• Credit card organization and benefits tracking
• Desktop and digital file organization
• Vendor coordination
• Light research projects
• Creating simple systems and process documentation

This role is ideal for someone who thrives on bringing order to complexity, reducing chaos, and building systems that last.

Growth Opportunity

With strong performance, this role may expand to include:

• Executive-level project management
• Hiring coordination support
• KPI and dashboard tracking
• Internal team follow-ups
• Strategic support and decision preparation

Ideal Candidate Profile

The ideal candidate is:

• Exceptionally organized with strong attention to detail
• Calm, steady, and proactive
• A clear and professional communicator with strong written English
• Comfortable supporting a fast-paced, ADHD founder
• Tech-fluent (Google Workspace, Slack, Notion, Asana, etc.)

Bonus qualifications include:

• Experience supporting founders or executives
• Healthcare industry background
• Experience in psychology, therapy, or mental health environments

What Success Looks Like (First 60 Days)

• Inbox is consistently organized and under control
• Calendar is strategically structured
• A reliable follow-up tracking system is in place
• Travel planning is seamless and friction-free
• Personal and business administration is streamlined
• The CEO experiences measurable cognitive relief