Virtual Executive Assistant at Virtual Rockstar

Manila, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

29 Apr, 26

Salary

0.0

Posted On

29 Jan, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Email Management, Communication Skills, Scheduling, Calendar Management, Meeting Coordination, SOP Development, Process Documentation, Digital File Organization, Onboarding Support, Tracking, Discretion, Professionalism, Organizational Skills, Judgment, Self-Directed

Industry

Medical Practices

Description

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 potential—physically, emotionally, and socially—while 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

Responsibilities

The Executive Virtual Assistant will provide high-level administrative and organizational support to senior leadership, managing complex details and ensuring consistent execution across priorities. Responsibilities include managing calendars, drafting communications, and tracking action items.