Executive & Marketing Assistant - Virtual Assistant
Executive & Marketing Assistant - Virtual Assistant
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Job Description
This is a remote position.
Virtual Rockstar is hiring a full-time Executive & Marketing Assistant for a fast-growing heart-centered weight loss coaching company based in Canada. This is a remote role for someone who thrives behind the scenes loves systems and structure and wants to play a meaningful part in transforming lives without ever counting a calorie.
Support a mission-driven team helping women over 40 transform their lives through lasting weight loss.
About our client:
Our client is on a mission to disrupt the weight loss industry by helping smart successful women over 40 break free from diet culture emotional eating and self-sabotage. Their work is grounded in science compassion and deep respect for the people they serve. If you re organized proactive tech-savvy and love turning big ideas into streamlined execution this might be the perfect role for you.
Responsibilities:
Executive Assistant Responsibilities (Primary Focus)
Proactively manage the CEO s calendar to align with priorities protect focus time and prevent scheduling conflicts
Monitor and manage inboxes triage emails draft responses and track communication loops
Prepare agendas briefs and materials for meetings; attend meetings to take notes and follow up on action items
Maintain digital systems SOPs and internal documentation across platforms like Google Drive and Dropbox
Track project deliverables create task reminders and follow up to ensure nothing falls through the cracks
Coordinate travel and occasional personal admin tasks to free up CEO bandwidth
Act as a reliable gatekeeper managing access and maintaining confidentiality
Marketing Assistant Responsibilities (Secondary Focus)
Build and optimize sales funnels using platforms like Kajabi and ClickFunnels
Manage and segment email lists; set up automations and monitor sequences in ActiveCampaign
Track and report marketing performance data suggesting improvements where needed
Assist with planning posting and engaging on social media platforms like Instagram and YouTube
Support webinar and launch campaigns including tech setup asset coordination and live event logistics
Help create or repurpose content for marketing purposes using tools like Canva and Metricool
Requirements
You re a Great Fit If You:
Have 2 years of experience in a Virtual Executive Assistant or Online Business Manager role
Are highly organized detail-oriented and excellent at managing multiple moving parts
Are a self-starter who communicates clearly and takes initiative without needing hand-holding
Have strong written communication skills and a professional polished tone
Are tech-comfortable and capable of learning new tools quickly
Understand the importance of discretion and professionalism in handling sensitive information
Thrive in a remote fast-paced purpose-driven team
Are energized by structure processes and improving how things run
Are aligned with values like compassion integrity personal growth and high standards
Tools & Platforms You ll Use
Project & Team Management: Asana Slack Google Suite
Email & Automation: ActiveCampaign Kajabi ClickFunnels
Social Media & Content: Instagram YouTube Canva Later or Planoly
Scheduling & Communication: Zoom Calendly OnceHub
File Management: Dropbox Google Drive
Admin & Reporting: LastPass Xero Hubdoc Google Analytics Zapier
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 in the Philippines.
Previous experience in a medical administrative role (medical assistant, medical receptionist, or similar) is preferred. Familiarity with WebPT EMR and Therabill for patient payment posting is a plus. Strong communication skills, both written and verbal. Ability to manage multiple tasks and prioritize effectively. Excellent organizational skills and attention to detail. High level of professionalism and commitment to maintaining patient confidentiality. Comfortable with remote work and proficient in using virtual communication tools. Knowledge of insurance verification and pre-authorizations is a plus. Ability to work collaboratively with a team and contribute to a positive patient experience.
Employment Type
Full Time
