This is a remote position.

Virtual Rockstar is hiring a Virtual Executive Assistant on behalf of a pediatric therapy practice. This role will primarily support the practice owner and leadership team with executive-level administrative support, communication management, and operational coordination. Over time, the role will also assist with select clinic administrative tasks.

About the Practice

This pediatric therapy practice provides specialized occupational therapy, speech therapy, physical therapy, and feeding therapy to children and adolescents. The team works closely with families to support children who may be experiencing developmental delays, sensory processing challenges, communication difficulties, or motor skill challenges.

The clinic is built around a mission to help children and their families succeed where they might otherwise struggle, using personalized treatment plans and a collaborative, family-centered approach. Therapists work directly with both children and parents, teaching strategies that can also be practiced at home to help children continue progressing outside of therapy sessions.

Their culture emphasizes teamwork, mindful communication, accountability, and creating a positive environment where both children and families feel supported throughout their therapy journey.

Key Responsibilities

Executive & Administrative Support

Manage the owner's email inbox and company email communications
Maintain the owner's calendar and schedule meetings, events, and clinic engagements
Assist with correspondence with universities, school principals, and childcare centers
Create and organize internal procedures and documentation

Personal & Executive Support

Schedule personal and family appointments for the owner
Plan travel arrangements and prepare itineraries
Assist with research tasks, gift purchasing, and other administrative errands
Support time management and documentation for key personal and business activities

Recruitment & Coordination

Review applicants from job platforms and sourcing channels
Send initial communications to candidates and coordinate next steps
Conduct initial phone screenings for approved applicants

Clinic Administrative Support

Monitor and track referral faxes through RingCentral
Send evaluation reminders and appointment notifications to families
Send messages about open appointments to help fill available schedule slots

EMR & Insurance Coordination

Review therapy sessions in the EMR to ensure appropriate appointment lengths
Monitor prescription statuses (new, upcoming, or overdue)
Assist with prior authorizations for certain insurance providers
Process credit card payments for payment plans when needed

Tools You'll Use

Microsoft Teams
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneDrive, OneNote)
RingCentral
Fusion by Ensora (EMR)
Zoom

Requirements

Experience as an Executive Assistant, Administrative Assistant, or Virtual Assistant

Strong organizational and time management skills

Excellent written and verbal communication skills

Ability to manage multiple priorities independently

Comfortable working with digital tools, EMR systems, and communication platforms

Non-Negotiables

Transparent and open communication with leadership
Ability to receive and apply constructive feedback
Strong reliability and consistent attendance

Benefits

Competitive salary commensurate with experience

Opportunities for professional growth and development

Work closely with a supportive leadership team

Make a meaningful impact supporting a mission-driven pediatric therapy practice

Executive Virtual Assistant - (Work From Home)

Virtual Executive Assistant (Healthcare Practice)