Virtual Executive Assistant
full-time•Manila
About this role
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Identify outdated or unclear processes and flag them for review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
What you'll do
- 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.
About Virtual Rockstar
Welcome to Virtual Rockstar, where we specialize in providing top-tier virtual assistance services to outpatient private practices. Our mission is to empower Medical entrepreneurs and leaders with the administrative support they need to thrive in an increasingly competitive healthcare environment.
Our virtual assistants are meticulously trained in private practice operations, billing, patient scheduling & reception, insurance verification & authorization, marketing, bookkeeping, and more, ensuring that our clients receive skilled support that enhances operational efficiency and patient satisfaction.
Why choose Virtual Rockstar? We believe in building partnerships that foster growth and success. Our virtual assistants are not just remote employees; they are integral members of your team who are committed to your practice’s success. With Virtual Rockstar, you gain more than just extra hands—you gain a strategic ally dedicated to helping you streamline processes and improve outcomes.
With each higher, you're not only getting a more committed team member (saving on average $20,000 of profit per hire), you are bringing a family out of poverty.
Partner with Virtual Rockstar to transform your private practice with exceptional virtual assistance. Let's achieve greatness together!
Ready to join Virtual Rockstar?
Take the next step in your career journey
Frequently Asked Questions
What does a Virtual Executive Assistant do at Virtual Rockstar?
As a Virtual Executive Assistant at Virtual Rockstar, you will: 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..
Is the Virtual Executive Assistant position at Virtual Rockstar remote?
The Virtual Executive Assistant position at Virtual Rockstar is based in Manila, Metro Manila, Philippines. Contact the company through Clera for specific work arrangement details.
How do I apply for the Virtual Executive Assistant position at Virtual Rockstar?
You can apply for the Virtual Executive Assistant position at Virtual Rockstardirectly through Clera. Click the "Apply Now" button above to start your application. Clera's AI-powered platform will help match your profile with this opportunity and guide you through the application process.