Dynamic Administrative & Virtual Assistant – Office Operations, Scheduling, and Client Support Specialist

About brighthush

brighthush is a forward‑thinking, patient‑centric organization that delivers high‑quality healthcare solutions across the United States. With a mission to empower individuals and communities through innovative care, we blend cutting‑edge technology with compassionate service. Our team is built on diversity, collaboration, and a relentless pursuit of excellence. Whether you’re working from a bustling office or a home office, you’ll find a culture that values your contributions, supports your growth, and celebrates your successes.

Why Join brighthush?

At brighthush, we believe that the backbone of exceptional patient care is a seamless, well‑organized administrative environment. As our Administrative & Virtual Assistant, you will be the linchpin that keeps our operations running smoothly, enabling clinicians and support staff to focus on what matters most—delivering outstanding care. In return, we offer:

• Competitive hourly pay ranging from $25.00 to $40.00, commensurate with experience and skill level.
• Comprehensive benefits package, including health, dental, and vision insurance with multiple plan options.
• Paid vacation, sick/personal days, and approximately 12 paid holidays.
• One‑time reimbursement for setting up your home office and monthly stipends for internet, home office supplies, and gym memberships.
• Full coverage of basic life, AD&D, short‑term and long‑term disability benefits.
• Voluntary benefits such as pet, home, auto, and legal insurance.
• Pre‑tax flex spending, dependent care, and transit accounts.
• 401(k) plan with company match.
• Opportunities for professional development, mentorship, and career advancement.

Key Responsibilities

As a pivotal member of our team, you will manage a wide array of administrative tasks that keep our organization efficient and responsive. Your day‑to‑day responsibilities will include:

• Call Management: Receive, triage, and direct incoming calls to the appropriate departments or personnel, ensuring a courteous and professional experience for all callers.
• Scheduling Excellence: Organize and coordinate appointments, meetings, and events for executives and staff, optimizing calendar usage and preventing conflicts.
• Meeting Documentation: Record accurate, detailed minutes during meetings and distribute them promptly to relevant stakeholders.
• Correspondence Handling: Draft, edit, and manage emails, memos, and other written communications, maintaining a high standard of clarity and professionalism.
• Reporting Support: Assist in the creation and distribution of regular reports, dashboards, and performance metrics as requested by leadership.
• File Management: Maintain organized electronic and physical filing systems, ensuring easy retrieval and compliance with data protection policies.
• Process Improvement: Update and enforce office procedures, identifying opportunities for efficiency gains and implementing best practices.
• Procurement & Vendor Relations: Source office supplies, negotiate with vendors, and manage purchase orders to keep the office well‑stocked and cost‑effective.
• Contact Management: Keep contact lists accurate and up‑to‑date, supporting outreach and communication initiatives.
• Travel Coordination: Arrange travel itineraries, accommodations, and expense reimbursements for staff and executives.
• Expense Reconciliation: Process and reconcile expense reports in a timely manner, ensuring accuracy and adherence to policy.
• Visitor Support: Provide warm, professional assistance to office visitors, creating a welcoming first impression of brighthush.

Essential Qualifications

To thrive in this role, you should possess the following:

• High school diploma or equivalent; associate or bachelor’s degree in business administration, communications, or related field preferred.
• Minimum of 2 years of experience in an administrative or virtual assistant capacity, preferably in a healthcare or fast‑paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace; experience with scheduling tools (Calendly, Doodle) and project management platforms (Asana, Trello) is a plus.
• Strong written and verbal communication skills, with the ability to draft clear, concise, and professional documents.
• Exceptional organizational skills, including the ability to manage multiple priorities, meet deadlines, and maintain meticulous attention to detail.
• High level of discretion and confidentiality when handling sensitive information.
• Self‑motivated, proactive, and able to work independently in a remote or hybrid setting.
• Basic understanding of healthcare terminology and compliance standards (HIPAA, PHIPA) is advantageous.

Preferred Qualifications

These additional qualifications will set you apart:

• Experience with electronic health record (EHR) systems such as Epic, Cerner, or Athenahealth.
• Knowledge of billing and coding processes, including familiarity with CPT and ICD-10 codes.
• Previous exposure to virtual assistant platforms (Zoom, Teams, Slack) and remote collaboration tools.
• Demonstrated ability to lead process improvement projects or implement new administrative systems.
• Multilingual abilities, particularly in Spanish or French, to support diverse patient populations.

Core Skills & Competencies

Success in this role requires a blend of technical, interpersonal, and analytical skills:

• Communication: Clear, concise, and professional interaction with internal teams, external partners, and patients.
• Time Management: Efficiently prioritize tasks, manage calendars, and meet deadlines in a dynamic environment.
• Technology Proficiency: Comfortable navigating multiple software platforms and troubleshooting basic technical issues.
• Problem Solving: Ability to anticipate challenges, propose solutions, and adapt to changing circumstances.
• Team Collaboration: Work effectively with cross‑functional teams, fostering a culture of cooperation and mutual respect.
• Customer Service: Deliver a positive, supportive experience to visitors, patients, and staff.
• Attention to Detail: Maintain accuracy in documentation, reporting, and data entry.

Career Growth & Learning Opportunities

At brighthush, we invest in your professional development. As an Administrative & Virtual Assistant, you will have access to:

• Structured onboarding program with mentorship from senior leaders.
• Regular training sessions on new software, compliance updates, and industry best practices.
• Opportunities to transition into specialized roles such as Office Manager, Operations Coordinator, or Project Lead.
• Cross‑departmental projects that broaden your skill set and expand your network within the organization.
• Support for obtaining certifications (e.g., Certified Administrative Professional, Project Management Professional) through tuition reimbursement.

Work Environment & Culture

brighthush embraces a flexible, inclusive, and collaborative culture. Whether you work from a central office or a home office, you’ll experience:

• Remote‑first mindset with flexible scheduling options to accommodate personal commitments.
• Regular virtual team huddles, town‑hall meetings, and informal coffee chats to foster connection.
• Open‑door leadership style that encourages feedback, innovation, and continuous improvement.
• Commitment to diversity, equity, and inclusion, ensuring every voice is heard and valued.
• Employee wellness initiatives, including mental health resources, fitness stipends, and mindfulness sessions.

Compensation & Benefits Overview

We offer a competitive hourly rate of $25.00 to $40.00, based on experience and skill level. In addition to the base pay, you will receive a comprehensive benefits package that includes:

• Health, dental, and vision insurance with multiple plan options.
• Paid vacation, sick/personal days, and paid holidays.
• One‑time home office setup reimbursement and monthly stipends for internet and office supplies.
• Gym reimbursement and wellness program access.
• Full coverage of basic life, AD&D, short‑term and long‑term disability benefits.
• Voluntary benefits such as pet, home, auto, and legal insurance.
• Pre‑tax flex spending, dependent care, and transit accounts.
• 401(k) plan with company match.

How to Apply

If you are a proactive, organized, and customer‑focused professional ready to make a meaningful impact at brighthush, we encourage you to apply today. Join a team that values your expertise, supports your growth, and celebrates your contributions.