Remote Multifunctional Assistant (Operations, Marketing, and Admin)

Are you a creative, self-motivated professional who thrives in a flexible and independent work environment? I am looking for a Multifunctional Administrative, Marketing, and Operations Assistant to support my work as an entrepreneur and psychologist. I oversee the advertising for a landscaping/painting business and run a neurodiversity-centered therapy clinic (MI Wellbeing) along with a music therapy side business. I am looking for someone that can serve as a multifunctional executive assistant that can help me with various business tasks. If you’re organized, resourceful, and passionate about making a real impact, this role could be perfect for you!

PRE-INTERVIEW VIDEO SUBMISSION REQUIRED FOR CONSIDERATION - SEE BELOW

Applicants who successfully pass this first stage and are under serious consideration for the position will be contacted to proceed to the next step in the interview process.

Position Type: Remote, Self-Managed, Contractual

Year-End Bonus: Opportunity to earn a 10% bonus on profits from the new music therapy business after one year of work.

About the Role

In this unique, multifaceted role, you’ll handle everything from managing ad campaigns to building meaningful partnerships with healthcare clinics. Your work will span three main areas: marketing for various businesses, support for an established therapy clinic (MI Wellbeing), and development of a newly formed music therapy business. You’ll have the flexibility to set your own hours and manage projects with minimal oversight—ideal for someone who values autonomy and has a proactive, problem-solving mindset.

This is also an evolving role, meaning that tasks and responsibilities may shift as the businesses grow and my entrepreneurial goals change. For someone with the right fit, this role could evolve into a managerial or even chief of operations position as the businesses expand.

Responsibilities

Marketing Campaigns & Content Creation

Develop and monitor advertising campaigns across Google, Facebook, and other platforms for multiple businesses (psychology clinic, music therapy business, landscaping business, and a professional painting company), ensuring targeted reach and measurable results. This may also include developing social media pages.

Design digital ads, flyers, and simple promotional videos (1-2 minutes) to share across social media and digital channels.

Create a content calendar to ensure regular, consistent brand engagement and outreach.

Provide monthly campaign reports with insights and suggestions for continuous improvement.

Outreach & Relationship Building

Connect with clinics (e.g., OT, PT, ABA) to introduce the Safe and Sound Protocol (SSP) music therapy service and coordinate presentations.

Gather and incorporate feedback from these outreach efforts to enhance the program’s approach.

Serve as a professional and friendly liaison between our services and potential clinic partners, creating lasting, positive relationships.

Administrative Support for MI Wellbeing Psychotherapy Clinic

Oversee insurance billing, payment reconciliation, and bookkeeping in QuickBooks.

Manage client scheduling for SSP sessions in Google Calendar or Simple Practice CRM, ensuring clients receive timely reminders and follow-ups.

Check in with music therapy clients, assess their progress, and evaluate the need for scheduling a session with the psychologist.

Conduct regular audits to ensure accurate billing and payments, promptly addressing any discrepancies.

Research Assistance for Entrepreneurial Projects

Conduct market research to support evolving business ideas, from identifying trends to analyzing competitors.

Research and recommend tools that could help streamline operations or improve efficiency across my businesses.

Self-Tracking & Project Management

Use tools like Trello or Asana to track tasks, set milestones, and keep projects organized.

Provide brief self-assessment reports each month, sharing accomplishments, challenges, and any adjustments you’re making to stay productive and on track.

What I’m Looking For

Marketing & Advertising Know-How: Ideally, you have experience with digital advertising on platforms like Google Ads, Facebook, and Instagram, and can adapt messaging to fit the unique audiences of each business.

Creative Content Skills: You’re comfortable with Canva, Photoshop, and basic video-editing tools (iMovie, Adobe Premiere) to create materials that communicate our brands effectively.

Tech-Savvy & AI-Friendly: Familiarity with AI tools (like ChatGPT), CRM software (Simple Practice), and automation tools (Make.com) would be ideal to help you streamline and automate routine tasks.

Bookkeeping Basics: Proficiency in QuickBooks to handle billing, payment tracking, and monthly account reconciliation.

Friendly & Professional Communication: Since you’ll often represent me in outreach, you’re confident presenting our services in a compelling way and enjoy building meaningful connections.

Exceptional Organization: Whether it’s managing a calendar, setting up billing systems, or conducting research, you keep everything running smoothly and efficiently.

Ideal Traits for Success in This Role

Trustworthy and Detail-Oriented: You handle sensitive tasks like billing with care and confidentiality.

Proactive and Self-Starting: Not only do you complete tasks independently, but you also look for ways to improve processes and anticipate what’s needed next.

Disciplined with Time Management: You’re responsible with your time, especially since you’ll be setting your own pace to balance tasks across multiple projects

Application Process

1. Pre-Interview Video Submission (REQUIRED FOR CONSIDERATION): Please submit a 3-10 minute video introducing yourself and describing how you’d approach this role. Here are some suggested prompts on what to share in the video:

Tell me about yourself, your background, and why you’re interested in working with an entrepreneur and psychologist across multiple business ventures

What unique skills or experiences do you bring to this role, and how do you see them contributing to the diverse responsibilities of this position?

How would you approach creating an ad campaign for a landscaping business versus a psychology clinic? What steps would you take to make it effective and targeted?

Describe your experience with managing billing and payments. How do you ensure accuracy and stay organized with financial records?

What’s your process for creating visually engaging materials, like flyers or social media ads? How do you ensure they’re aligned with a brand’s identity?

Because this role requires proficiency with various software, technology, and AI tools, the video submission serves as an initial assessment of these skills. Applicants who pass this first stage will be contacted to move forward in the interview process.

2. Resume: Please submit an up-to-date resume highlighting your relevant experience, skills, and accomplishments that align with the responsibilities of this role. Be sure to include any marketing, administrative, and project management experience, as well as familiarity with tools or software mentioned in the job description.

3. Portfolio Review: If you have a portfolio of past work, I would love to see samples of your work in design, video content, and advertising materials. This is not required though, and applicants who do not have a portfolio will still be considered.

4. Letter of Recommendation: While this is not required, applicants are encouraged to submit a letter of recommendation from someone who can speak to their ability to work independently, manage multiple responsibilities, and demonstrate trustworthiness in a self-managed role. This is an optional addition that can further support your application.

If this sounds like the opportunity you’ve been looking for, please apply! I’m excited to find someone who’s ready to bring their talents, initiative, and creativity to my team.

I look forward to working with you!