We are seeking a highly organized, proactive Virtual Assistant to support a fast-paced, multi-project environment. This role supports daily operations across an ultrasound education company, an AI-powered medical education platform, ongoing research projects, and new partnerships. The VA will manage communications, scheduling, digital organization, logistics, and follow-ups, helping streamline workflows so leadership can focus on strategy and execution. Key Responsibilities: Manage daily communications across email, WhatsApp, Discord, and other platforms, including sorting messages, flagging priorities, drafting replies, and following up with vendors, partners, instructors, collaborators, and teams; Coordinate scheduling and meetings, including calendar management, booking calls, and sending reminders; Support course operations and logistics, including pre-course instructions, participant lists, instructor schedules, badges, certificates, and post-course follow-ups; Maintain and organize digital files and documents across Google Drive, Notion, cloud storage, and local folders; Update and manage Notion databases, CRM records, project trackers, and documentation; Assist with MedAbility platform support by updating Jira tickets, tracking bugs and features, coordinating with developers, and maintaining sprint documentation; Support content management by uploading cases, MCQs, flashcards, and tracking review status; Coordinate with social media and marketing teams to ensure content is scheduled, assets are organized, and testimonials are collected; Provide research support, including organizing manuscript folders, formatting references, tracking deadlines, scheduling collaborator meetings, and managing survey data; Assist with new projects and partnerships through proposal drafting, document preparation, scheduling, and timeline tracking; Handle personal administrative tasks such as organizing documents, travel folders, receipts, and deadline reminders. Tools and platforms to be used: Email platforms (Gmail and related inboxes); WhatsApp; Discord; Slack (if required); Notion (project management, databases, CRM, documentation); Google Drive (Docs, Sheets, cloud storage); Jira (bug tracking and development coordination); Zoom, Microsoft Teams, or Google Meet; Spreadsheets (Google Sheets or Excel); Calendar tools (Google Calendar or equivalent). Qualifications: Proven experience as a Virtual Assistant, Administrative Assistant, or Operations Support role; Strong written English communication skills; Highly organized with strong attention to detail; Comfortable managing multiple projects and priorities simultaneously; Experience using the tools listed above or similar platforms; Ability to work independently, follow systems, and meet deadlines; Reliable internet connection and availability during agreed working hours; Willingness to learn new tools and adapt to evolving workflows. Preferred (but not required): Bachelor’s degree in business administration or degree in related field; Experience supporting C-level executives. Technical Requirements: USB Headset with Noise Cancellation feature; Working Webcam; Computer with at least 1.8 GHz processor and 4GB RAM (minimum); Main Internet Service Speed: at least 25 Mbps (cable connection preferred); Backup Internet Service Speed: at least 10 Mbps. Benefits (Kenya): Monthly pay (every 5th of the month); Statutory contributions (NSSF, NHIF, PAYE) as per Kenyan law; 21 Paid Vacation Leave (per Employment Act); 7 Paid Sick Leave (per Employment Act); Paid Kenyan Public Holidays; Health Insurance (HMO after 6 months); Paid training with retroactive salary (upon client placement); Job security and stability; Career growth opportunities & performance reviews; Fun and supportive remote work environment.
