Virtual Executive Assistant

This is a remote position.

Virtual Rockstar is hiring an Virtual Executive Assistant on behalf of a US-based pediatric therapy organization.

The Executive Virtual Assistant will provide high-level administrative organizational and systems support to senior leadership. This role is designed for a highly independent proactive professional who can manage complex details track follow-through and help leadership stay focused on strategy by ensuring consistent execution across priorities.

About Our Client

Our client is a mission-driven pediatric therapy organization dedicated to helping children reach their fullest potentialphysically emotionally and sociallywhile supporting families and professionals every step of the way.

Their culture is rooted in compassion collaboration integrity and innovation. They value long-term relationships clear communication and team members who lead with heart while maintaining high standards of professionalism and accountability.

Responsibilities

Executive & Administrative Support

• Provide direct executive-level support to leadership
  

• Manage email inboxes flagging priorities and time-sensitive items
  

• Draft proofread and send internal and external communications memos and reports
  

• Prepare summaries reminders and follow-up communications to support leadership messaging
  

• Screen calls and messages and ensure appropriate follow-through
  

Scheduling & Calendar Management

• Manage complex calendars including meetings calls and travel
  

• Anticipate scheduling conflicts and proactively recommend solutions
  

• Ensure meetings are fully prepared with agendas materials and logistics
  

Meetings Liaison & Follow-Through

• Serve as a key point of contact between leadership internal teams and external partners
  

• Attend leadership and team meetings and take structured notes
  

• Track action items deadlines and decisions and follow up to ensure completion
  

• Coordinate timelines and status updates for cross-department initiatives
  

SOP Development & Process Documentation

• Review organize and standardize existing SOPs
  

• Identify outdated or unclear processes and flag them for review
  

• Document workflow updates and decisions discussed in meetings
  

• Draft new SOPs based on leadership direction
  

• Maintain a centralized SOP library with version control
  

Administrative Systems & Compliance Support

• Organize and maintain digital files in cloud-based systems
  

• Support administrative onboarding logistics for new hires
  

• Maintain trackers dashboards and documentation for leadership reporting
  

• Monitor therapist licensure and credentialing status (non-clinical)
  

• Send post-evaluation Google review requests using approved workflows
  

• Support patient follow-up communications using approved scripts
  

• Escalate patient concerns appropriately (no clinical decision-making)
  

Personal Assistant Support (As Needed)

• Coordinate personal and family appointments
  

• Plan travel and prepare itineraries
  

• Organize events and gatherings
  

• Handle reminders online purchases and research tasks
  

Tools & Systems Used

• Microsoft Office 365
  

• Microsoft Teams (including audio messaging)
  

• Fusion/Ensora EMR
  

• Weave communication system
  

• WhatsApp
  

• Canva
  

Requirements

Proven experience as a Senior Executive Assistant or Executive Virtual Assistant

Exceptional written and verbal English communication skills

Highly independent self-directed and comfortable working with minimal supervision

Strong judgment discretion and professionalism

Excellent organizational skills with strong follow-through

Experience documenting SOPs and managing operational systems

Comfortable supporting leadership-level priorities and confidential information

Long-term mindset with interest in a stable embedded role

Ability to work Central Time (CST) hours

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