Executive Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive Assistant on behalf of our client, a laid-back but high-performing marketing and operations agency that serves primarily women-owned small businesses. This role will play a key part in keeping operations organized, supporting client communications, managing calendars and logistics, and ensuring financial/admin tasks are handled accurately and on time.

This is a great opportunity for someone who is highly detail-oriented, proactive, and thrives in a fast-paced environment where you'll be trusted to take ownership and follow through without being micromanaged.

About Our Client

Our client supports women-owned businesses with both full and partial online operations. Their goal is to help entrepreneurs grow and scale with strong systems and thoughtful marketing execution. The team is laid back, but hard-working, and they value quality work, clear communication, and high accountabilityespecially because leadership needs to reclaim time to focus on lead generation and business growth.

They work collaboratively and communicate internally via Slack, with most external communication handled by email.

Responsibilities

Executive Support & Calendar Management

• Manage calendars, including scheduling internal meetings, client calls, and time blocks to protect focus time.

• Coordinate meeting logistics, calendar invites, and time zone considerations.

• Support meeting preparation and ensure follow-up items are captured and executed.

  
  

Inbox, Client Communication & Coordination

• Provide inbox support as needed: organizing, flagging urgent messages, and ensuring time-sensitive requests are handled quickly.

• Draft and send client communications and follow-up emails, maintaining a professional and warm tone.

• Support coordination with clients and team members to ensure deliverables and deadlines stay on track.

  
  

Financial Admin Support

• Reconcile monthly payments via Stripe, PayPal, and related platforms.

• Create, send, and track client invoices.

• Maintain accurate records of payments, invoice status, and outstanding balances.

• Flag discrepancies and ensure billing tasks are completed accurately and consistently.

  
  

Event & Project Coordination

• Coordinate agency events and workshops, including vendor communications and logistical planning.

• Assist with contracts, booking details, and confirmations to ensure all event elements are in place.

• Track deadlines, next steps, and communication threads to prevent missed details.

  
  

Travel Coordination

• Book travel arrangements and prepare travel itineraries as needed.

• Confirm schedules, reservations, and details while keeping travel organized and easy to execute.

  
  

Email Marketing & Campaign Support

• Create and schedule client emails and campaigns in tools like:

• Kit

• ActiveCampaign

• Kajabi

• Support list organization, basic campaign setup, and scheduling while ensuring accuracy and proper formatting.

  
  

General Admin & Operations Support

• Maintain tasks and workflows in Asana, ensuring projects move forward and details don't fall through.

• Communicate with internal team members via Slack to clarify tasks, ask questions, and keep work aligned.

• Take initiative to identify gaps, fix small issues, and help leadership stay out of the weeds.

Tools & Systems

The ideal candidate should be comfortable working in and learning tools such as:

• Slack

• Asana

• Kit

• Kajabi

• ActiveCampaign

• Google Workspace

• Microsoft Office Suite

• Stripe / PayPal

Requirements

• Proven experience as an Executive Assistant, Administrative Assistant, or Operations Assistant supporting a leadership team.

• Strong experience with invoicing, payment reconciliation, and admin finance tasks.

• Excellent written and verbal English communication skills.

• Highly detail-oriented and accuratethis role requires someone who can reduce errors, not create them.

• Ability to work independently and prioritize time-sensitive tasks confidently.

• Quick learner who asks clarifying questions and seeks process understanding rather than guessing.

• Strong follow-through and initiativesees tasks through to completion without reminders.

• Comfortable working in a fast-paced, online business environment supporting multiple moving pieces.

Work Schedule & Communication

• This role requires availability during Central European Standard Time (CEST).

• Preferred communication method is email, with internal team communication handled via Slack.

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.