Medical Representative Virtual Assistant at GetNinja Inc.

Job Overview:

• 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

Please Note:

• Only qualified candidates will be invited for the next steps.
• To maintain a productive and transparent environment, we use a time tracking tool with screenshot monitoring during work hours. This helps ensure accountability and supports our commitment to high-quality, remote collaboration.
• We also have other vacancies that might interest your friends and colleagues.

Apply now and take the first step toward building a long-term career with us!