Virtual Assistant Needed (4–6 Weeks) – IVF Care Coordination & Administrative Support
I'm looking for an exceptional Virtual Assistant to help manage the logistics of my wife's IVF journey over the next 4–6 weeks. This is a temporary, remote position for someone who is highly organized, detail-oriented, compassionate, and an excellent communicator.
The goal is to reduce our administrative burden during a busy and emotionally demanding period by ensuring appointments, paperwork, communications, and schedules stay organized.
Responsibilities:
- Coordinate and schedule appointments with fertility clinics, pharmacies, and other healthcare providers
- Track appointments, medication schedules, and important deadlines using calendars and spreadsheets
- Complete, organize, and maintain medical forms, questionnaires, and supporting documents based on information we provide
- Manage spreadsheets to track timelines, expenses, medications, and required tasks
- Communicate professionally with clinics, pharmacies, insurance providers, and other organizations via phone and email
- Follow up on outstanding requests, documents, prescriptions, or approvals
- Organize digital files and maintain an orderly document repository
- Help ensure nothing falls through the cracks by proactively tracking action items and reminders
Ideal Candidate:
- Previous experience as a Virtual Assistant or Executive Assistant
- Exceptional organizational and project management skills
- Excellent written and spoken English
- Comfortable making phone calls and communicating professionally on our behalf
- Strong proficiency with Google Workspace, Microsoft Office, and spreadsheets
- Extremely detail-oriented and dependable
- Able to handle sensitive personal information with discretion and confidentiality
- Experience supporting healthcare, medical, insurance, or executive clients is a plus
Project Details:
Duration: 4–6 weeks
Hours: Approximately 8-12 hours per week (may vary depending on appointment schedules)
Location: Remote
Start: ASAP
Confidentiality:
Because this project involves personal medical information, the selected candidate will be expected to maintain strict confidentiality and may be asked to sign a simple non-disclosure agreement (NDA).
To Apply
Please include:
- A brief introduction about yourself.
- Your experience as a Virtual Assistant or Executive Assistant.
- Examples of projects where you managed complex schedules or coordinated multiple stakeholders.
- Your availability over the next 4–6 weeks.
- The tools you're most comfortable using (Google Workspace, Excel, Notion, etc.).
- Begin your proposal with the phrase "Everything Organized" so I know you've read the full posting.
I'm looking for someone who is proactive, calm under pressure, communicates clearly, and genuinely enjoys keeping complex projects organized. If you're the type of person who catches details before others do and takes ownership of getting things done, I'd love to hear from you.
