Virtual Rockstar Careers · 22 hours ago
Executive & Administrative Assistant \- Virtual Assistant
United States
Full-time
Remote
Mid Level
$6/hr - $7.50/hrVirtual Rockstar is hiring a full-time Executive & Administrative Assistant on behalf of a mission-driven pediatric therapy practice. This role involves providing executive-level support, optimizing systems, and managing communications to ensure smooth operations within the practice.
Staffing & Recruiting
Responsibilities
Take ownership of inbox organization and triage: labels/folders, prioritization, routing, and ensuring nothing critical is missed
Draft and send routine responses and follow-ups using clear, professional communication with families, schools, therapists, and external partners
Maintain closed-loop communication, including: task completion confirmations, clear status updates (not started / in progress / waiting / completed), blockers, and when a decision is needed
Use email for detailed documentation and tracking; use text only for time-sensitive items requiring quick awareness
Manage scheduling and calendar organization for leadership priorities and operational needs
Coordinate appointments/meetings and handle the admin details that keep schedules accurate and on track
Confirm appointments and support patient inquiry handling (phone/email) when needed
Build and maintain a “standard work rhythm” (daily/weekly/monthly checks) so recurring admin items don’t slip
Track critical workflow milestones across systems through completion (including billing, session notes, evaluations, referrals/Rx, and documentation)
Proactively identify gaps, delays, or breakdowns and follow up to resolution—without needing repeated prompting
Support onboarding communications (ex: onboarding emails to schools) and other operational follow-ups that keep work moving
Work inside Ocean Friends EMR (scheduling, documentation, billing, family communication) and help improve administrative workflows within the system
Monitor EMR updates/changes and proactively inform leadership of features or workflow improvements that may increase efficiency
Operate fully within Google Workspace (Gmail, Drive, Docs, Sheets) and use Sheets dashboards and trackers correctly (not rebuilding from scratch repeatedly)
Establish and document SOPs/checklists for recurring workflows
Set up and operationalize a task tracker (client currently has Monday.com and wants it implemented effectively)
Implement task/time tracking to help leadership assess workload and capacity—visibility into when one VA is overloaded vs. when a second VA is needed
Support Ocean Friends workflow automation and staying on top of ongoing updates
Assist with lead management as needed
Potentially become a “pilot” VA model for Ocean Friends EMR workflows long-term (depending on fit)
Qualification
Required
Proven experience supporting an executive/leadership team in an EA, operations assistant, or senior admin role
High technical competence (non-negotiable): able to learn new tools quickly, manage email volume confidently, and improve systems independently
Strong executive function: organized, proactive, process-minded, and able to create structure in a chaotic environment
Comfortable operating inside healthcare-adjacent workflows with discretion, professionalism, and confidentiality
Excellent written communication skills and the ability to communicate calmly, clearly, and with closed-loop updates
Confident communicator who will share opinions and recommend better ways
Proactive ownership and follow-through: track tasks from initiation through completion without repeated prompting
High technical competence: comfort learning, optimizing, and improving systems independently
Clear, closed-loop communication: timely updates, transparency, accountability, and escalation when needed
Preferred
Support Ocean Friends workflow automation and staying on top of ongoing updates
Assist with lead management as needed
Potentially become a “pilot” VA model for Ocean Friends EMR workflows long-term (depending on fit)
Benefits
Competitive salary commensurate with experience.
Opportunities for professional development and growth.
Work in a dynamic and supportive team environment.
Make a meaningful impact by helping to build and strengthen families across the globe.
Company
Virtual Rockstar Careers
Are you a skilled virtual assistant looking for rewarding opportunities to showcase your talent and expertise? Look no further than Virtual Rockstar! Virtual Rockstar is a community of dedicated professionals committed to excellence, integrity, and collaboration.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase