Executive Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive Assistant on behalf of our client, a California-based health tech and deep technology advisory firm. This company works closely with founders, corporates, and investors to help translate complex scientific and technical innovations into real-world products, ventures, and partnerships that scale.

This role is ideal for a proactive, ownership-driven Executive Assistant who thrives in a fast-moving, intellectually rigorous environment and enjoys being embedded with a core teamsupporting operations, communication, scheduling, and internal organization across multiple initiatives.

About Our Client

Our client operates at the intersection of health technology, AI, hard tech, and biotech, supporting organizations that are building meaningful solutions in diagnostics, health tracking, robotics, and automation. Their work is grounded in clarity, rigor, and impactprioritizing technology that genuinely improves lives and operations rather than chasing hype.

Their culture reflects a strong builder mindset. Team members work side-by-side with founders and partners, ask thoughtful questions, and continuously learn in order to simplify complexity and drive execution. Collaboration across startups, corporates, and investors is core to how they operate.

Responsibilities

Executive & Administrative Support

• Serve as a central administrative support partner for leadership, handling recurring and ad hoc operational needs.

• Manage inboxes and triage emails and messages, responding to routine inquiries and escalating priority items as needed.

• Answer and place calls as a first point of contact, handling basic customer support and professional inquiries.

• Draft, proofread, and format documents, reports, presentations, and internal materials.

  
  

Calendar, Scheduling & Travel Management

• Maintain and manage calendars, scheduling meetings and coordinating appointments across multiple time zones.

• Arrange travel, accommodations, and itineraries, including handling reschedules and last-minute changes.

• Send meeting confirmations, reminders, and ensure all logistics are in place ahead of time.

• Prepare meeting agendas, collect relevant materials, and capture follow-up notes or action items after meetings.

  
  

Operations, Data & CRM Support

• Organize and maintain digital files, shared drives, and internal documentation systems.

• Perform data entry and update spreadsheets to keep records accurate and current.

• Maintain contact databases and CRM records, ensuring clean data and proper organization.

• Support light bookkeeping tasks such as expense tracking, invoices, and vendor coordination when needed.

  
  

Workflow Integration & Process Improvement

• Operate as a fully integrated remote team member, joining the same tools, rhythms, and workflows as the core team.

• Own a defined set of recurring responsibilities (inbox triage, calendar management, travel coordination, CRM hygiene, basic research).

• Provide async updates such as end-of-day summaries or simple dashboards to maintain visibility without excess meetings.

• Help document, refine, and improve processes by creating SOPs, checklists, and Loom videos as workflows evolve.

• Adapt focus based on business needssupporting admin-heavy weeks as well as research, follow-up, or light operations projects during other phases.

  
  

Research & Coordination Support

• Conduct basic research and information gathering as requested.

• Assist with lead list building, follow-ups, and coordination tasks that support business development and partnerships.

• Track tasks and projects to completion, ensuring nothing falls through the cracks.

Tools & Systems

The ideal candidate should be comfortable using or learning:

• Slack (primary communication tool)

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

• HubSpot

• Typeform

• Project management tools such as Asana or Notion (or similar)

Requirements

• Proven experience as an Executive Assistant, Operations Assistant, or Administrative Assistant, preferably in a startup, tech, or professional services environment.

• Highly proactive with a strong sense of ownershipyou see what needs to be done and take action.

• Excellent written and verbal communication skills with a professional, clear tone.

• Extremely organized with strong attention to detail and follow-through.

• Comfortable managing multiple workflows and shifting priorities in a growing organization.

• Confident working independently while staying aligned with leadership and the broader team.

• Curious, adaptable, and willing to learn new tools, concepts, and domains (including complex technical topics).

Top Non-Negotiables

• Proactivity anticipates needs and takes initiative

• Ownership sees tasks through to completion

• Clear Communication keeps stakeholders informed and aligned

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.