Virtual Assistant

We are seeking a highly organized and proactive Virtual Operations Manager to oversee daily operations for a healthcare company collaborating with stakeholders across the U.S. and internationally. This role goes beyond traditional administrative duties, requiring independent management of multiple workstreams, cross-departmental coordination, and confident communication with U.S.-based executives, vendors, and external partners. The ideal candidate will take full ownership of tasks, prioritize competing requests, investigate operational challenges, and ensure timely completion of projects with minimal supervision.

Key Responsibilities

Operations & Workstream Management:
Manage operational tasks, projects, and workstreams across various departments. Clarify requirements, prioritize incoming requests, and ensure deadlines are met. Track dependencies and outstanding items while proactively identifying and resolving potential delays. Investigate operational issues to determine root causes and coordinate effective solutions. Maintain accurate documentation, trackers, databases, and task lists.

Executive & Stakeholder Communication:
Engage professionally with executives, managers, employees, vendors, and external partners. Participate in video meetings to provide clear updates, raise questions, highlight risks, and offer recommendations. Translate stakeholder requests into actionable items and follow through to completion. Keep stakeholders informed proactively and build strong relationships across departments and external organizations.

Logistics & Vendor Coordination:
Coordinate logistics related to medical equipment, supplies, and company materials. Track shipments, deliveries, and outstanding requirements while liaising with suppliers, couriers, freight forwarders, and logistics providers. Investigate and resolve issues involving delayed, missing, or incomplete shipments. Request quotations, product details, timelines, and maintain accurate vendor and shipment records.

Research & Management Support:
Conduct online research on healthcare, business, suppliers, markets, and operational topics to support management decisions. Compare suppliers, products, and services, and prepare concise summaries with findings and recommendations. Develop PowerPoint presentations, reports, charts, and operational summaries that highlight key issues, trends, risks, and decisions requiring attention.

Process Improvement:
Identify operational gaps, bottlenecks, and recurring problems. Develop and maintain standard operating procedures (SOPs), checklists, trackers, and workflows. Recommend improvements and explore opportunities to automate repetitive tasks to enhance efficiency.

Required Qualifications

- Bachelor’s degree in Business Administration, Operations Management, Supply Chain, Healthcare Administration, or a related field.
- 3–5 years of experience in operations, business operations, healthcare operations, logistics, supply chain, or similar roles.
- Excellent written and spoken English with confidence communicating with U.S.-based executives and senior stakeholders.
- Strong interpersonal, organizational, and relationship-building skills.
- Demonstrated ability to take ownership and work independently.
- Proficient prioritization, problem-solving, investigative, and analytical skills.
- Exceptional follow-up and task-management capabilities.
- Ability to work effectively with incomplete information by asking the right questions and determining next steps independently.
- Strong attention to detail.
- Proficiency in Microsoft Excel and PowerPoint.
- Comfortable working remotely with distributed teams across multiple time zones.

Preferred Qualifications

Experience working with U.S.-based companies or customers is highly desirable. Background in healthcare or HealthTech industries, cross-functional project coordination, and creating SOPs or improving workflows will be advantageous. Familiarity with AI productivity and workflow automation tools is a plus. Experience handling medical equipment, healthcare supplies, or logistics will be beneficial for this role.