Overview
(19.99 hours a week) Supply Coordinator – Satellite Clinic Admin Jobs in Webster, TX at UTMB Health
Virtual Assistant & Administrative Coordinator
Purpose of the Role: We’re looking for an experienced, reliable, detail-oriented Virtual Assistant & Administrative Coordinator to support the dynamic, growing needs of a thriving family and branding photographer and her business partner across multiple areas of life and business. This role bridges both personal and professional responsibilities—including calendar management, email oversight, client deliverable follow-ups, and project coordination—ensuring our creative energy can stay focused where it matters most.
This is a contractor position (1099) for approximately 8 hours/week, with flexibility and opportunity to grow.
Key Responsibilities:
Calendar & Email Management:
Maintain and streamline multiple Google Calendars, including personal, kids’ school, and client appointments
Monitor inbox and flag or respond to time-sensitive emails
Ensure all important dates, meetings, and follow-ups are scheduled and prioritized
Client Support & Admin Tasks:
Assist with family and brand client management, including follow-ups, scheduling, and client deliverables
Help maintain and update client files, forms, and systems (Dubsado, Dropbox, Google Drive, Notion)
Oversee follow-up processes (e.g., payment reminders, contract completion, thank-you notes)
Assist with client onboarding via Dubsado and manage relevant simple automations
Personal administrative tasks that would support the household as well as the business and facilitate efficiencies
Digital Organization & Systems Maintenance:
Maintain Notion templates, client portals, and process checklists
Track projects and SOPs across personal, family business, and brand business tasks
Assist with organizing digital assets and client content archives
Tech-Savvy & AI-Curious: Enthusiastic about exploring and leveraging AI tools (like Claude) to streamline workflows, create efficiencies, and build better systems. You don’t just use technology—you figure out how to make it work smarter.
Bonus Points if You’re Local: Based in the Washington D.C. area? That’s a plus! Occasional in-person support for behind-the-scenes content capture, light event coordination, or the occasional errand would be a welcomed addition.
Tools & Platforms:
Google Workspace (Calendar, Gmail, Docs, Drive)
Dubsado,
Flodesk,
Pixieset,
Dropbox,
Notion,
Plann (Social Media),
Claude AI,
Stripe,
Squarespace,
Zoom,
Voice Notes/Text
Ideal Candidate Traits:
Minimum of 3-5 years of administrative and project management experience
Organized and proactive; thrives in a support role and sees problems before they arise
Emotionally mature and empathetic, with excellent communication skills
Familiarity with the needs of busy mothers and creatives
Comfortable working with both gentle and direct communication styles
Detail-oriented, adaptable, and able to maintain discretion around sensitive personal and business information
Not easily offended, able to take initiative and ask questions when unclear
Values efficiency, clarity, and calm in chaos
Self-Motivated, Curious, and Resourceful: Takes initiative without needing constant direction, asks thoughtful questions, and finds creative solutions using the tools available.
Availability & Pay:
5-8 hours/week to start
Flexibility to grow with the role
Invoices submitted monthly; hourly rate based on experience
Company Culture: This business owner and her business partner are heart-forward, creative entrepreneurs who value collaboration, clear communication, and efficiency. Their work is people-focused, creative, and purpose-driven. They believe in building relationships that last and are excited to welcome a supportive, proactive team member who feels the same.
How to Apply: Please submit the following:
Your resume showcasing relevant experience
A Loom video (5 minutes or less) answering the following:
A short introduction about yourself and why this role speaks to you
Share a project you took ownership of and saw through to success
Describe your top three values and how they show up in your work
How would you handle a situation where you weren’t sure how to proceed?
Please include any personality assessments you’ve ever taken (Enneagram, Myers-Briggs, Strengths Finder, Human Design, DISC, etc.)
If you’re someone who finds joy in organization, thrives behind the scenes, and loves helping creative women stay in their zone of genius—we can’t wait to hear from you!
Job Types: Part-time, Contract
Pay: $25.00 – $32.00 per hour
Expected hours: 5 – 8 per week
Benefits:
Flexible schedule
Schedule:
Monday to Friday
Work Location: Hybrid remote in Bethesda, MD 20816
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Title: (19.99 hours a week) Supply Coordinator – Satellite Clinic Admin
Company: UTMB Health
Location: Webster, TX
