Healthcare Marketing, Social Media & Administrative Support

This is a remote position.

Industry: Healthcare Entrepreneur / Adult Day Care Provider

Location: Farmington, Michigan, USA

Schedule: Minimum 20 hours/week, aligned with U.S. Eastern Time

Potential Hours: 20–30 hours/week initially, with the opportunity to transition to full-time based on performance and business needs

About the Client

Our client is a Registered Nurse, BSN, Certified Dementia Practitioner, entrepreneur, educator, and healthcare business owner based in Farmington, Michigan. With more than 14 years of experience in healthcare and entrepreneurship, she has built and managed several healthcare-related businesses focused on senior care, adult day care, nursing education, caregiving, and post-operative care.

For this role, the primary focus will be supporting her business, particularly its marketing, lead generation, social media presence, caregiver communication, and administrative workflow.

The Adult Day Care serves seniors and focuses heavily on supporting veterans, individuals with dementia, and families/caregivers who need respite care. The business also serves clients whose services may be covered through programs/insurance such as the Veterans Administration, Molina, and UnitedHealthcare.

Position Overview

We are looking for a highly organized, proactive, compassionate, and creative Virtual Assistant who can support the client with day-to-day marketing, social media, CRM management, lead tracking, caregiver outreach, and administrative tasks.

The ideal candidate should be comfortable wearing multiple hats. This is not purely a social media role and not purely an administrative role. We are looking for someone who can understand the connection between marketing activities, lead generation, analytics, and actual business results.

The VA should be able to create and schedule content, assist with short-form videos and graphics, manage Mailchimp, monitor marketing analytics, track where leads are coming from, conduct caregiver calls, and help the client make data-informed marketing decisions.

The client values quality, consistency, initiative, positive energy, and accountability. She is looking for someone who can become a reliable long-term partner and potentially take on additional responsibilities and hours as trust is established.

Key Responsibilities

1. Social Media Management

• Manage and maintain the client's social media presence, primarily for the Adult Day Care business.
  
• Create and schedule social media posts Monday through Friday.
  
• Publish at least one post per weekday, with additional posts when appropriate for special campaigns, awareness months, or business initiatives.
  
• Develop engaging and informative content related to:
  
• Dementia care
  
• Caregiver support
  
• Senior care
  
• Veterans and veteran services
  
• Respite care
  
• Adult day care
  
• Senior wellness and quality of life
  
• Caregiving tips
  
• Relevant healthcare awareness campaigns
  
• Prepare content for client review and approval before publishing.
  
• Maintain a consistent posting schedule and content calendar.
  
• Repurpose existing photos, videos, educational materials, and other client-provided assets into social media content.
  
• Monitor basic social media performance and identify content that generates engagement and interest.
  

2. Short-Form Video & Reels

• Create short-form videos/reels for social media.
  
• Keep videos under one minute.
  
• Create attention-grabbing content, particularly within the first several seconds.
  
• Use client-provided photos, videos, voice recordings, and other media.
  
• Assist in creating educational videos such as short dementia-care tips for caregivers.
  
• Create simple AI-assisted videos when appropriate.
  
• Work with tools such as HeyGen or other comparable video creation/editing platforms.
  
• No advanced or long-form video editing is required.
  
• The client specifically does not require editing of 3–5 minute videos or highly complex productions.
  
• Submit videos for client approval before publishing.
  

3. Graphic Design

• Create simple, professional, and engaging graphics for social media.
  
• Develop graphics for educational content, promotions, awareness campaigns, announcements, and other marketing initiatives.
  
• Maintain visual consistency with the client's brand.
  
• Use client-provided images, photos, and other brand assets.
  
• Create graphics efficiently without requiring extensive or highly complex design work.
  

4. Mailchimp & CRM Management

• Manage the client's existing Mailchimp account.
  
• Maintain and organize the email database.
  
• Monitor incoming leads and email subscribers.
  
• Create and send newsletters, approximately bi-weekly or monthly, depending on the client's needs.
  
• Use existing Mailchimp templates and previous newsletters as references.
  
• Create promotional email campaigns when requested.
  
• Monitor email campaign performance and analytics.
  
• Track important metrics and identify trends.
  
• Help determine which marketing activities and channels are generating leads.
  
• Maintain accurate lead and marketing data.
  

Important: CRM experience is required. Direct Mailchimp experience is highly preferred, but candidates with strong experience using other CRM platforms may also be considered if they demonstrate the ability to learn Mailchimp quickly.

The client is willing to provide resources/tutorials where needed, but the VA should be comfortable learning new systems independently.

5. Lead Tracking & Marketing Analytics

• Track leads generated through the client's websites, email campaigns, social media, and other marketing channels.
  
• Identify where leads are coming from.
  
• Monitor lead volume and conversion-related data.
  
• Analyze marketing performance and provide basic insights.
  
• Help determine which marketing channels are producing meaningful leads.
  
• Maintain organized lead-tracking reports.
  
• Assist the client in making marketing decisions based on actual data and analytics.
  
• Identify opportunities to increase investment in marketing channels that generate quality leads.
  

The client strongly believes that marketing decisions should be based on measurable results. The VA should therefore be data-conscious and analytical, rather than simply focused on posting content.

6. SEO & Online Visibility

• Assist with basic SEO activities for the client's websites.
  
• Monitor Google search visibility and rankings.
  
• Identify relevant keywords and search opportunities.
  
• Conduct basic keyword and competitor research.
  
• Help improve website/content visibility through SEO best practices.
  
• Monitor changes in online search performance.
  
• Provide basic recommendations based on findings.
  

SEO experience is highly preferred.

7. Caregiver Outreach & Questionnaire Calls

The VA will occasionally make calls to caregivers using the client's existing phone system.

Responsibilities include:

• Contact caregivers using RingCentral.
  
• Ask caregivers questions based on the client's existing caregiver questionnaire.
  
• Listen carefully and respectfully to their responses.
  
• Enter responses accurately into the client's existing form.
  
• Maintain professionalism and confidentiality when handling personal information.
  
• Communicate with patience, empathy, and understanding.
  
• Avoid rushing caregivers during conversations.
  
• Escalate questions or concerns to the client/staff when appropriate.
  

Excellent spoken English is essential for this responsibility.

The client will have her IT support team connect the VA to the existing RingCentral system. The VA will not be responsible for setting up RingCentral.

8. Calendar & Administrative Support

As the working relationship develops, the VA may also assist with:

• Adding appointments and dates to the client's calendar.
  
• Setting calendar reminders.
  
• Organizing schedules and important dates.
  
• Providing general administrative support as needed.
  
• Supporting other reasonable administrative tasks related to the Adult Day Care business.
  

9. Future Billing Support – Secondary Responsibility

Billing is not an immediate priority, but may be introduced later as the VA gains experience and establishes trust with the client.

The client currently uses Optum as the clearinghouse for billing related to Veterans Administration services.

Future responsibilities may include:

• Assisting with VA-related billing.
  
• Learning the client's billing workflow.
  
• Working within Optum.
  
• Maintaining accurate billing records.
  

Candidates with healthcare billing or Optum experience are a plus, but billing experience is not a requirement for the initial hire.

Target Audience & Business Focus

The VA should understand the client's primary target market and be comfortable creating content around:

• Veterans
  
• Seniors
  
• Individuals living with dementia
  
• Family caregivers
  
• Caregivers seeking respite support
  
• Families seeking adult day care services
  
• Individuals utilizing applicable healthcare/insurance benefits
  
• Veterans Administration-related services
  
• Molina members
  
• UnitedHealthcare members
  

Healthcare experience is helpful, but the client emphasized that dementia knowledge/experience is particularly valuable.

Required Skills & Qualifications

• Excellent written and spoken English.
  
• Strong verbal communication skills.
  
• Comfortable speaking with U.S.-based caregivers.
  
• Compassionate and empathetic communication style.
  
• Patient and understanding when speaking with people about personal matters.
  
• Strong organizational and time-management skills.
  
• Ability to multitask and manage different types of responsibilities.
  
• Strong attention to detail.
  
• Proactive and able to work independently.
  
• Comfortable learning new software and systems.
  
• Experience with CRM platforms.
  
• Experience with Mailchimp is strongly preferred.
  
• Social media management experience.
  
• Basic graphic design skills.
  
• Short-form video/reel creation experience.
  
• Basic understanding of digital marketing and lead generation.
  
• Basic SEO knowledge is highly preferred.
  
• Ability to understand and interpret basic analytics.
  
• Comfortable making outbound calls.
  
• Comfortable working with confidential information.
  
• Healthcare, senior care, dementia care, caregiving, or related experience is a strong advantage.
  

Preferred Technical Skills & Tools

Experience with the following tools is highly preferred:

• Mailchimp – CRM/email marketing
  
• HeyGen – AI video creation
  
• RingCentral – business calls
  
• Zoom – daily communication and work visibility
  
• WhatsApp – communication
  
• Dropbox – accessing client-provided photos/videos
  
• Social media platforms
  
• Canva or comparable graphic design tools
  
• Video editing/reel creation platforms
  
• Google/SEO tools
  
• CRM and analytics platforms
  
• Optum – preferred for future billing responsibilities
  

The candidate does not necessarily need experience with every tool. The most important factor is the ability to learn new platforms quickly and independently.

Personality & Work Style

The client is specifically looking for someone who is:

• Compassionate
  
• Patient
  
• Understanding
  
• Empathetic
  
• Positive
  
• Energetic
  
• Friendly
  
• Professional
  
• Confident
  
• Proactive
  
• Reliable
  
• Detail-oriented
  
• Organized
  
• Adaptable
  
• Willing to learn
  

The VA should have good energy and a positive attitude.

Because the role involves speaking with caregivers, the client does not want someone who is dull, disengaged, or robotic. The VA should be warm, approachable, and genuinely comfortable interacting with people.

Work Schedule & Availability

• Minimum of 20 hours per week.
  
• Initial schedule may be approximately 20–30 hours/week.
  
• Must work during the client's U.S. Eastern Time working hours.
  
• There is potential for full-time hours for a VA who performs well and earns the client's trust.
  
• The VA must be available and actively working during paid hours.
  
• The client requires the VA to be visible on Zoom with camera on during working hours.
  
• If the client is unavailable, members of her staff may monitor/work with the VA through Zoom.
  
• The VA may have other clients, provided they are not working on other client projects during the hours paid for by this client.
  

Work Visibility & Accountability

The client places significant importance on accountability and productivity.

During scheduled working hours:

• The VA is expected to be present on Zoom.
  
• Camera must remain on.
  
• The VA should be actively working on the client's assigned tasks.
  
• The VA should not perform work for other clients during paid hours.
  
• Working hours will be tracked using the agreed-upon time-tracking system.
  
• Deliverables should be clearly documented and submitted for review when appropriate.
  

What the Client Will Provide

The client will provide the VA with the necessary access, materials, and resources, including:

• Mailchimp account
  
• Existing Mailchimp templates and previous newsletters
  
• Dropbox containing photos/videos and other media
  
• HeyGen account
  
• RingCentral access through the client's IT support
  
• Existing caregiver questionnaire
  
• Existing forms for documenting caregiver responses
  
• Brand/business materials
  
• Relevant website and social media information
  
• Other necessary credentials and resources upon onboarding
  

Candidate Screening Requirements

For this client, candidate presentation is particularly important.

Before the client interviews a candidate, VCP should provide:

1. Updated CV/resume
   
2. Short video introduction of the candidate speaking and introducing themselves
   
3. Portfolio/sample work, particularly for candidates with:
   
• Social media management experience
  
• Graphic design experience
  
• Reel/video creation experience
  
• Content creation experience
  

The client specifically wants to review the candidate's work before deciding whether to schedule an interview.

Candidate video introductions should demonstrate:

• Clear spoken English
  
• Professional communication
  
• Confidence
  
• Positive energy
  
• Personality
  
• Warmth and approachability
  

Initial Priorities

The immediate priorities for this role are:

1. Social media management and consistent weekday posting
   
2. Short-form video/reel creation
   
3. Graphic design
   
4. Mailchimp/CRM management
   
5. Lead tracking and analytics
   
6. Marketing/lead generation support
   
7. Basic SEO support
   
8. Caregiver questionnaire calls
   
9. Calendar and administrative support
   

Billing through Optum will be considered later and is not an immediate priority.

Success in This Role

A successful VA will help the client:

• Maintain a consistent online presence.
  
• Increase engagement and visibility.
  
• Generate and properly track leads.
  
• Understand which marketing channels are producing results.
  
• Maintain an organized CRM/database.
  
• Communicate effectively with caregivers.
  
• Produce quality social media content.
  
• Reduce the client's administrative workload.
  
• Provide reliable and timely deliverables.
  
• Support data-driven marketing decisions.
  
• Eventually take on additional responsibilities as the relationship develops.
  

The client is looking for a long-term VA relationship, not simply someone to complete isolated tasks. A strong performer will have the opportunity to take on additional hours and responsibilities, potentially progressing to full-time work.

Important Candidate Notes

Strongly preferred:

• Mailchimp experience
  
• CRM experience
  
• Social media management
  
• Canva/graphic design
  
• Short-form video/reel creation
  
• HeyGen or comparable AI video tools
  
• Basic SEO
  
• Lead generation and analytics
  
• Excellent spoken English
  
• Healthcare/senior care/dementia-related experience
  
• Experience speaking with U.S. clients/customers
  

Not required initially:

• Advanced video editing
  
• Long-form video editing
  
• Advanced graphic design
  
• Optum billing experience
  

Critical soft skills:

• Compassion
  
• Patience
  
• Empathy
  
• Positive energy
  
• Excellent communication
  
• Professionalism
  
• Initiative
  
• Reliability
  
• Ability to learn independently