Executive & Administrative Assistant Virtual Assistant
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Job Location:
Manila - Philippines
Monthly Salary:
$ 6 - 7
Posted on:
7 hours ago
Vacancies:
1 Vacancy
Job Summary
This is a remote position.
Virtual Rockstar is hiring a full-time Executive & Administrative Assistant on behalf of our client a mission-driven psychiatric healthcare organization operating nationwide. This role will provide high-level administrative and operational support to a senior leader and a growing outreach/sales team currently spanning approximately 18 team members with continued growth planned.
This position is ideal for someone who thrives in a fast-paced environment enjoys being the behind-the-scenes engine for a field-based team and has strong experience managing Salesforce and administrative systems so clinicians and outreach staff can stay focused on patient care and relationship-building.
About Our Client
Our client is a mission-driven collaborative healthcare organization deeply committed to helping others and saving lives. Their culture is positive supportive and highly team-oriented with a group of high-performing outreach professionals who value responsiveness organization and follow-through.
They operate nationwide and believe that operational excellence behind the scenes is essential to delivering exceptional patient outcomes. Leadership is invested in training and long-term success and is prepared to dedicate 24 weeks of structured onboarding and training to ensure this role is fully supported.
Responsibilities
Executive & Team Administrative Support
Provide daily administrative support to a senior leader and the broader outreach team.
Serve as a go-to administrative resource for approximately 18 team members handling ad hoc requests efficiently and professionally.
Coordinate across team members to ensure tasks requests and follow-ups do not fall through the cracks.
Support the expansion of administrative systems as the team grows (with additional VAs expected to be added in the future).
Calendar & Scheduling Management
Manage calendars for leadership and support scheduling needs across the team.
Coordinate meetings internal calls and external appointments while accounting for multiple time zones.
Ensure calendars are accurate organized and optimized for productivity.
Email Coordination & Communication
Assist with email organization prioritization and coordination as needed.
Support internal communication by responding to or routing requests via Microsoft Teams chat or email depending on task objectives.
Maintain professionalism responsiveness and clarity in all written communication.
Salesforce Management
Manage and maintain Salesforce (CRM) to support the outreach and sales workflow.
Enter update and track data accurately to ensure visibility and accountability across the team.
Support dispatch-style tasks task assignments and follow-ups related to Salesforce records.
Ensure Salesforce remains clean organized and usable for a growing team.
Systems & Administrative Operations
Provide administrative support using tools such as Salesforce Ordo (inventory management) BestNotes (EHR) TrackMedRec Microsoft 365 and Ortto.
Assist with documentation data entry coordination and general back-office support so field-based team members can stay focused on outreach.
Support process improvement and assist with creating or maintaining SOPs and internal documentation as needed.
Requirements
Proven experience as an Executive Assistant Administrative Assistant Operations Assistant or similar role supporting leadership and/or sales teams.
Strong Salesforce experience is required (this is a core function of the role).
Comfortable supporting a large fast-moving team with varying administrative needs.
Ability to manage multiple priorities requests and systems with accuracy and calm.
Strong organizational skills and exceptional attention to detail.
Excellent written communication skills and professional tone.
Comfortable working remotely and collaborating via Microsoft Teams and email.
Ability to adapt as the team grows and responsibilities expand.
Reliable proactive and accountable with strong follow-through.
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.
Required Skills:
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.
Company Industry
IT Services and IT Consulting
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Office Experience
- Personal Assistant Experience
- Microsoft Powerpoint
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
