Administrative Virtual Assistant

About the position

ROLE SUMMARY

ABOUT THE COMPANY

Rios Center for Plastic Surgery is a premier aesthetic and reconstructive surgery practice based in Edinburg and McAllen, Texas. Founded by Dr. Luis M. Rios, Jr., a double board-certified plastic surgeon and past president of the Texas Society of Plastic Surgeons, the center is known for delivering high standards of patient care in a state-of-the-art, accredited surgical facility. The practice offers a comprehensive range of surgical and non-surgical aesthetic services, from advanced facelifts to med spa treatments, and serves as a training site for aesthetic surgery fellows and residents. Rios Center for Plastic Surgery is deeply committed to patient education, community ties, and maintaining a high-energy, respectful culture that prioritizes excellence and patient satisfaction.

ABOUT THE ROLE

This role is key in helping Dr. Rios operate efficiently while maintaining a seamless patient and operational experience at the center. The Administrative Virtual Assistant will manage essential day-to-day functions, focusing on email and calendar management, data entry, reporting, and supporting trend tracking within the practice’s EMR system. This role allows the organization to stay organized, improve patient scheduling efficiency, and enable data-driven decisions for growth. This is an excellent opportunity for someone looking to contribute meaningfully to a high-standard medical practice while developing professional skills in healthcare administration and operational support.


This position is perfect for someone who:

✅ Thrives on bringing order to busy days.

✅ Communicates clearly and positively.

✅ Enjoys organizing systems and processes.

✅ Learns quickly and adapts well.

✅ Values accuracy and consistency.

✅ Loves helping leaders stay focused.

ROLE RESPONSIBILITIES

CALENDAR AND EMAIL MANAGEMENT

Helps ensure Dr. Rios’s day flows smoothly and that important communications never slip through the cracks. Supports clear scheduling and communication, enabling focus on high-impact activities.

• Manage and organize Dr. Rios’s calendar with priority awareness.
• Coordinate internal and external meetings and appointments.
• Handle professional email inboxes, ensuring clear, timely communication.
• Draft and send simple follow-up emails as directed.
• Use and maintain password management tools as needed.

DATA ENTRY AND EMR SYSTEM SUPPORT

Supports accurate, organized data management to help track patient and operational metrics. Uses the EMR system effectively to maintain updated and accessible records.

• Enter and update patient and operational data in the EMR system.
• Retrieve and organize data for operational reviews and planning.
• Ensure confidentiality and security of sensitive information.

REPORTING AND TREND TRACKING

Provides reporting that supports data-driven decision-making and helps identify trends aligned with operational goals.

• Generate daily, weekly, and monthly reports for financial and operational insights.
• Track referral rates and key practice metrics.
• Assist in preparing simple dashboards to visualize trends.

SOP AND WORKFLOW SUPPORT

Supports process documentation and organizational improvements that align with operational excellence. Helps build systems that allow repetitive tasks to be handled efficiently.

• Assist in documenting and maintaining SOPs for recurring administrative tasks.
• Support process improvements to increase workflow efficiency.
• Organize and manage digital documents for easy team access.

ADMINISTRATIVE PROJECT SUPPORT

Provides assistance with small operational projects that improve workflows across the practice. Ensures that tasks outside daily routines are handled efficiently and with attention to detail.

• Assist with document management, including filling forms and organizing digital files.
• Support small project-based tasks as assigned to enhance team productivity.
• Communicate effectively with the office manager and team regarding project priorities and progress.

Although the responsibilities outlined above will form the core focus of your role, please note that your hiring manager may assign additional relevant tasks as needed to align with the evolving objectives of your position and the overall goals of our business.

ROLE QUALIFICATIONS

REQUIRED QUALIFICATIONS

• Proven experience in administrative support, virtual assistance, or related roles.
• Strong organizational and time management skills.
• Proficiency in using email and calendar management tools.
• Experience handling confidential information with discretion.
• Ability to work independently while communicating proactively.
• Detail-oriented approach to data entry and reporting.
• Must have own webcam, microphone, and computer (relevant software and subscriptions provided).
• Excellent English veral and written language proficiency (C1-C2 in CEFR Scale).
• Access to a quiet work area at home with reliable internet (50 mg or more).

PREFERRED ("NICE-TO-HAVE") QUALIFICATIONS

• Experience working in a medical practice or healthcare environment.
• Familiarity with EMR (Electronic Medical Records) system management.
• Interest in healthcare, patient care, or the aesthetic surgery industry.
• Experience with documenting or maintaining SOPs.
• Familiarity with using simple data visualization tools.

ROLE SPECIFICATIONS

• Base Salary: Q9,000 base salary.
• Role type: Full-time.
  
• Location: Guatemala (Remote - Work from home).
• Schedule: Monday to Friday, 9:00 AM to 6:00 PM CST.

RECRUITING PROCESS

• Application / Screening: When you apply for this position, we will ask you a short questionnaire to get to know you a little bit better and ask you for some additional inputs to see if you qualify for the position. In addition, we will ask you to complete a short psychometric evaluation and a short English proficiency assessment. The idea is to explore if this is a good fit before moving forward.

• Skills Assessment: You will be asked to complete a few exercises and/or projects designed to recreate the work tasks that you will be responsible for if you are given the role. This helps us gauge your skill level as well as give you a better idea of the required work.

• Skills Assessment Interview: This is a 60 min - 90 min conversation where we further test your skills, learn about your previous working experiences, and evaluate culture fit to the role and company.

• Hiring Manager Final Interview: This is a 30 min - 60 min conversation with the position’s Hiring Manager (and potentially a few company team members) to get to know you better and to set the expectations and vision for the role.

The entire process usually takes anywhere between 2-4 weeks to complete depending on the seniority of the position.

CONTACT US

If you have any questions or run into any complications while submitting your application, please reach out to:

recruitment@trymeteor.com

+502 4466 9652

Place of work