Admin & Sales VA (Lead Conversion + Admin)

Job Summary

We are looking for a sharp, emotionally intelligent Sales and Admin VA to serve as a right-hand support for a growing veterinary services practice specializing in compassionate end-of-life pet care. This role involves converting inbound leads into booked appointments, managing client communications with empathy, handling day-to-day administrative tasks, and supporting operations across multiple platforms. The ideal candidate is a critical thinker who can anticipate needs, take ownership of tasks, and keep pace with a fast-moving founder.

Key Responsibilities

• Handle inbound leads and convert them into booked appointments and service contracts
• Communicate with clients via phone and messaging with compassion and high emotional intelligence, particularly during sensitive end-of-life situations
• Manage scheduling, booking confirmations, and calendar coordination
• Handle invoicing and basic financial tracking
• Maintain and organize the Notion workspace for project and task management
• Perform light website updates and management
• Build and maintain 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
• Take ownership of projects from concept to completion
• Create and maintain SOPs for recurring business processes
• Conduct research tasks as assigned, 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 English communication skills, both written and verbal
• High emotional intelligence with 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 abilities with a proactive mindset
• Ability to anticipate needs, think ahead, and flag potential issues before they arise
• Reliable, detail-oriented, and able to work independently 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 using 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 manage multiple projects simultaneously
• Experience supporting a founder or solo operator in a startup or early-stage business
• *Why Join Us:** This is a unique opportunity to become the right hand to a passionate veterinarian building a meaningful practice from the ground up. You will have a direct and visible impact on operations and growth, with room to take on increasing responsibility over time. If you thrive in dynamic environments, enjoy wearing multiple hats, and want to be part of something purpose-driven, this role offers both challenge and reward.

Work Schedule

9 AM – 5 PM EST