Sales and Admin VA

Job Summary:
We're currently hiring a sharp, emotionally intelligent Sales and Admin VA to act as right-hand support for a growing veterinary services practice specializing in compassionate end-of-life pet care. The role covers converting inbound leads into booked appointments, managing client communications with empathy, handling day-to-day administrative tasks, and supporting operations across multiple platforms. The right person is a critical thinker who anticipates needs, takes ownership of tasks, and keeps pace with a fast-moving founder.

Key Responsibilities:

• Handle inbound leads and turn them into booked appointments and service contracts
• Communicate with clients by phone and messaging with compassion and high emotional intelligence, especially during sensitive end-of-life situations
• Manage scheduling, booking confirmations, and calendar coordination
• Take care of invoicing and basic financial tracking
• Maintain and organize the Notion workspace for project and task management
• Carry out light website updates and management
• Build and nurture referral network relationships with partner services such as cremation providers, referral veterinarians, and aftercare vendors
• Contribute marketing and social media content ideas, including creating basic social media posts
• Coordinate logistics with external partners and service providers
• Own projects from concept to completion
• Create and maintain SOPs for recurring business processes
• Complete assigned research tasks, such as compliance requirements, vendor sourcing, and administrative filings
• Manage basic GoHighLevel tasks, including lead tracking and workflow maintenance once systems are in place

Mandatory Skills:

• Excellent written and verbal English communication skills
• High emotional intelligence and the ability to communicate with compassion and sensitivity
• Proven experience in sales support, lead conversion, or appointment setting
• Proficiency with CRM platforms, preferably GoHighLevel
• Experience with project management tools such as Notion or similar platforms
• Strong critical thinking and problem-solving skills with a proactive mindset
• Ability to anticipate needs, plan ahead, and flag potential issues before they arise
• Dependable, precise, and self-sufficient with minimal supervision
• Strong organizational and time management skills

Preferred Skills:

• Experience in veterinary, healthcare, or pet services industries
• Familiarity with GoHighLevel for lead management and basic workflow maintenance
• Experience creating basic social media content with tools like Canva
• Background in customer service for emotionally sensitive or high-empathy environments
• Experience with invoicing, billing, or basic financial administration
• Familiarity with WordPress for basic website content updates
• Ability to juggle multiple projects at once
• Experience supporting a founder or solo operator in a startup or early-stage business

Why Join Us: This is a unique chance to become the right hand of a passionate veterinarian building a meaningful practice from the ground up. You'll have a direct, visible impact on operations and growth, with room to take on more responsibility over time. If you thrive in dynamic settings, enjoy wearing many hats, and want to be part of something purpose-driven, this role offers both challenge and reward.