Virtual Operations Assistant - SonoRAY

SonoRAY is a growing medical education organization focused on high-quality, hands-on point-of-care ultrasound (POCUS) training for medical students, residents, physicians, and other healthcare professionals.

We organize immersive ultrasound courses supported by instructors, standardized patients/models, institutional partners, and medical education teams.

We are looking for a highly organized and dependable Virtual Operations Assistant to support the day-to-day execution of SonoRAY's courses and operations.

You will report directly to our Project Manager, who oversees SonoRAY and our sister company, Medaibility.

This is an execution-focused role. Your responsibility is to make sure assigned operational tasks are completed accurately, on time, and properly documented.

What You'll DoCourse Operations

Support the organization of upcoming SonoRAY courses, including:

• Maintaining course checklists and trackers
• Participant registration and follow-up
• Instructor scheduling and confirmations
• Standardized patient/model coordination
• Accommodation and lodging coordination
• Meal and catering coordination
• Equipment and supply tracking
• Preparing forms, schedules, certificates, and course documents
• Ensuring outstanding items are followed up before each course

Communication & Follow-Up

• Send participant, instructor, model, and partner emails
• Respond to routine inquiries using established processes
• Follow up on missing forms, payments, confirmations, or information
• Coordinate schedules and meetings
• Maintain organized communication records
• Escalate issues requiring management decisions to the Project Manager

Administrative & Operations Support

• Maintain Google Drive files and folders
• Update Notion tasks and operational trackers
• Enter and organize information in spreadsheets and databases
• Update CRM records
• Prepare documents, forms, and templates
• Assist with invoices, payments, and expense tracking
• Support instructor and contractor onboarding
• Keep contact lists and operational databases accurate

Marketing & Outreach Support

• Assist with email campaigns and newsletters
• Maintain university, student-group, and partner outreach lists
• Send approved outreach communications
• Follow up with prospective participants and partners
• Track outreach responses and registrations
• Assist with social media and promotional coordination when needed

How You'll Work With the Team

The Project Manager sets priorities, manages projects, assigns responsibilities, and oversees deadlines.

Your role is to help execute those priorities.

For example, if the Project Manager says:

“We need all instructors confirmed for the November course by Friday.”

You should be able to review the instructor list, contact outstanding instructors, track responses, follow up where needed, update the tracker, and report back with what is completed and what still requires attention.

You should not need to be reminded repeatedly about an assigned task.

What We're Looking For

• Extremely organized and detail-oriented
• Reliable with deadlines and follow-up
• Strong written English
• Comfortable communicating professionally by email
• Able to manage multiple recurring tasks simultaneously
• Comfortable working independently
• Proactive when information is missing
• Able to follow systems, checklists, and SOPs
• Comfortable learning new software
• Strong Google Docs and Google Sheets skills
• Experience with Google Workspace, Notion, Slack, GoHighLevel, Canva, or similar tools is an asset
• Previous virtual assistant, administrative, event, education, or operations experience is preferred
• Healthcare or medical education experience is an asset but not required

What Success Looks Like

You are successful when:

• Course trackers are accurate and current
• Emails and follow-ups happen on time
• Instructors, participants, and models receive the information they need
• Missing information is identified early
• Files and databases stay organized
• Assigned tasks are completed without repeated reminders
• The Project Manager can delegate operational work and trust that it will be completed

Who This Role Is Best For

This role is ideal for someone who enjoys execution, organization, checklists, communication, and making sure nothing falls through the cracks.

We are not looking for someone to independently manage the entire company or make major strategic decisions.

We are looking for someone who can receive a clear objective from the Project Manager, execute it reliably, document the outcome, and flag anything requiring a decision.

How to Apply

Please submit your CV and a brief introduction (maximum 200 words) covering:

• Your relevant virtual assistant, administrative, or operations experience
• The tools you have used (Google Workspace, Notion, CRM systems, Canva, etc.)
• An example of something you were responsible for organizing from start to finish
• Your availability and expected monthly compensation
• You are helping prepare for a SonoRAY course happening in 7 days. There are 20 participants, 5 instructors are missing, and 20 standardized patients are missing. Some participants have not completed their forms, 3 instructors have not confirmed, the catering order is not finalized, and the equipment checklist has not been updated, we're also missing 2 ultrasound machines. Your Manager gives you this information and asks you to “make sure we’re ready for the course.” Walk us through exactly what you would do next, in what order, and how you would keep your Manager updated.