Executive Virtual Assistant (Operations & Project Coordination) at Virtual Rockstar

Manila, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

15 Jun, 26

Salary

0.0

Posted On

17 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Communication Coordination, Task Tracking, Operational Organization, Meeting Coordination, Agenda Preparation, Note Taking, Action Item Tracking, Project Management Systems, Documentation Maintenance, SOP Creation, Organizational Skills, Problem Solving, Executive Functioning, Written Communication, Attention To Detail

Industry

Medical Practices

Description

This is a remote position. Virtual Rockstar is hiring an Executive Virtual Assistant on behalf of a pediatric therapy organization. This role will support the founder and leadership team with calendar management, communication coordination, task tracking, and operational organization to ensure projects, meetings, and priorities continue moving forward smoothly. About the Practice This pediatric therapy organization is dedicated to empowering children and families by providing compassionate, evidence-based therapy and developmental support. The team focuses on helping children reach their full potential while equipping families with the tools and confidence needed to support their child’s development outside of therapy sessions. The practice values compassion, integrity, collaboration, empowerment, excellence, and connection, creating a supportive environment where clinicians, families, and community partners work together to support children’s growth and long-term success. Key Responsibilities Executive Calendar & Communication Support Manage and maintain the executive’s calendar, including scheduling, rescheduling, and protecting focus time Monitor email communications and flag time-sensitive messages Draft responses to routine emails for review and approval Meeting Coordination & Follow-Up Prepare agendas and materials for meetings Take notes during meetings and track action items Send follow-up summaries and ensure tasks are completed Task & Project Coordination Track action items, deadlines, and priorities across multiple projects Organize tasks within project management systems Help ensure commitments and deadlines are not missed Operational & Administrative Support Maintain internal documentation, SOPs, and process guides Organize shared drives and internal resources Create and update internal forms, checklists, and documentation Communication & Organizational Support Draft internal announcements or communications when needed Assist with organizing staff initiatives and internal updates Track key metrics and maintain operational notes or idea lists Tools You’ll Use Asana (project management) Ocean Friends Google Workspace (Gmail, Docs, Sheets, Drive, Forms) Requirements Proven experience as an Executive Assistant or Operations Assistant Exceptional organizational and task management skills Strong written communication and attention to detail Ability to manage multiple projects and deadlines simultaneously Comfortable working independently while supporting leadership remotely Strong problem-solving and executive functioning skills Non-Negotiables Exceptional organization and task management abilities Proactive communication and consistent follow-through Strong problem-solving and executive functioning skills Benefits Competitive salary commensurate with experience Opportunities for professional development and growth Work in a collaborative, mission-driven healthcare environment Make a meaningful impact supporting children and families

Responsibilities

This role involves supporting the founder and leadership team with executive calendar management, communication coordination, and tracking tasks to ensure projects and priorities advance smoothly. Key duties include managing meetings, tracking action items across projects, and maintaining operational documentation and internal resources.