Executive & Administrative Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive & Administrative Assistant on behalf of our client, a mission-driven pediatric therapy practice based in Louisiana. This is a robust, executive-level support role for someone who can bring structure to a fast-moving environment, take ownership of operational follow-through, and help optimize systems—especially inside the Ocean Friends EMR and the team’s internal workflows.

This role is ideal for a highly tech-savvy, process-minded EA who doesn’t just “help with tasks,” but actively builds the routines, dashboards, checklists, and closed-loop communication needed to keep operations running smoothly.

About Our Client

Our client is a pediatric therapy practice working across healthcare, education, and family systems. Their environment requires professionalism, discretion, accuracy, and calm communication. They value proactive problem-solving, accountability, follow-through, and continuous improvement, and they need a partner who can raise issues early, track action items to completion, and help create operational clarity.

Responsibilities

Inbox & Communication Management

• Take ownership of inbox organization and triage: labels/folders, prioritization, routing, and ensuring nothing critical is missed.
  

• Draft and send routine responses and follow-ups using clear, professional communication with families, schools, therapists, and external partners.
  

• Maintain closed-loop communication, including: task completion confirmations, clear status updates (not started / in progress / waiting / completed), blockers, and when a decision is needed.
  

• Use email for detailed documentation and tracking; use text only for time-sensitive items requiring quick awareness.
  

Calendar Support & Scheduling

• Manage scheduling and calendar organization for leadership priorities and operational needs.
  

• Coordinate appointments/meetings and handle the admin details that keep schedules accurate and on track.
  

• Confirm appointments and support patient inquiry handling (phone/email) when needed.
  

Operational Follow-Through & “Get It Done” Support

• Build and maintain a “standard work rhythm” (daily/weekly/monthly checks) so recurring admin items don’t slip.
  

• Track critical workflow milestones across systems through completion (including billing, session notes, evaluations, referrals/Rx, and documentation).
  

• Proactively identify gaps, delays, or breakdowns and follow up to resolution—without needing repeated prompting.
  

• Support onboarding communications (ex: onboarding emails to schools) and other operational follow-ups that keep work moving.
  

Systems Ownership 

• Work inside Ocean Friends EMR (scheduling, documentation, billing, family communication) and help improve administrative workflows within the system.
  

• Monitor EMR updates/changes and proactively inform leadership of features or workflow improvements that may increase efficiency.
  

• Operate fully within Google Workspace (Gmail, Drive, Docs, Sheets) and use Sheets dashboards and trackers correctly (not rebuilding from scratch repeatedly).
  

SOPs, Checklists, and Tracking 

• Establish and document SOPs/checklists for recurring workflows.
  

• Set up and operationalize a task tracker (client currently has Monday.com and wants it implemented effectively).
  

• Implement task/time tracking to help leadership assess workload and capacity—visibility into when one VA is overloaded vs. when a second VA is needed.
  

Optional/ Future Scope 

• Support Ocean Friends workflow automation and staying on top of ongoing updates.
  

• Assist with lead management as needed.
  

• Potentially become a “pilot” VA model for Ocean Friends EMR workflows long-term (depending on fit).
  

Tools & Systems

This practice operates fully in Google and needs a VA who is genuinely tech-fluent and comfortable learning/optimizing systems. Tools include:

• Ocean Friends (EMR)
  

• Google Workspace (Gmail, Drive, Docs, Sheets)
  

• Monday.com (needs proper setup/operationalization)
  

• QuickBooks, Canva, Gusto, Grasshopper
  

• Exploring workflow automation tools (current setup needs improvement)
  

Requirements

• Proven experience supporting an executive/leadership team in an EA, operations assistant, or senior admin role.
  

• High technical competence (non-negotiable): able to learn new tools quickly, manage email volume confidently, and improve systems independently.
  

• Strong executive function: organized, proactive, process-minded, and able to create structure in a chaotic environment.
  

• Comfortable operating inside healthcare-adjacent workflows with discretion, professionalism, and confidentiality.
  

• Excellent written communication skills and the ability to communicate calmly, clearly, and with closed-loop updates.
  

• Confident communicator who will share opinions and recommend better ways.
  

Top 3 Non-Negotiables (From the Client)

• Proactive ownership and follow-through: track tasks from initiation through completion without repeated prompting.
  

• High technical competence: comfort learning, optimizing, and improving systems independently.
  

• Clear, closed-loop communication: timely updates, transparency, accountability, and escalation when needed.
  

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.