Executive Virtual Assistant (Operations & Project Coordination)

This is a remote position.

Virtual Rockstar is hiring an Executive Virtual Assistant on behalf of a pediatric therapy organization. This role will support the founder and leadership team with calendar management, communication coordination, task tracking, and operational organization to ensure projects, meetings, and priorities continue moving forward smoothly.

About the Practice

This organization is dedicated to empowering children and families by providing compassionate, evidence-based therapy and developmental support. Through its pediatric therapy services, the team focuses on helping children reach their full potential while equipping families with the tools and confidence to support their child's development beyond therapy sessions.

In addition to its therapy services, the organization also operates a sensory-focused program that offers a large sensory gym, parent-child classes, public play, birthday party rentals, summer camps, and a part-time preschool during the school year. This allows the team to support children's development in both clinical and community-based settings.

The practice values compassion, integrity, collaboration, empowerment, excellence, and connection, creating a supportive environment where clinicians, families, and community partners work together to support children's growth and long-term success.

Key Responsibilities

Executive Calendar & Communication Support

• Manage and maintain the executive's calendar, including scheduling, rescheduling, and protecting focus time

• Monitor email communications and flag time-sensitive messages

• Draft responses to routine emails for review and approval

  
  

Meeting Coordination & Follow-Up

• Prepare agendas and materials for meetings

• Take notes during meetings and track action items

• Send follow-up summaries and ensure tasks are completed

  
  

Task & Project Coordination

• Track action items, deadlines, and priorities across multiple projects

• Organize tasks within project management systems

• Help ensure commitments and deadlines are not missed

  
  

Operational & Administrative Support

• Maintain internal documentation, SOPs, and process guides

• Organize shared drives and internal resources

• Create and update internal forms, checklists, and documentation

  
  

Communication & Organizational Support

• Draft internal announcements or communications when needed

• Assist with organizing staff initiatives and internal updates

• Track key metrics and maintain operational notes or idea lists

Tools You'll Use

• Asana (project management)

• Ocean Friends

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

Requirements

Proven experience as an Executive Assistant or Operations Assistant

Exceptional organizational and task management skills

Strong written communication and attention to detail

Ability to manage multiple projects and deadlines simultaneously

Comfortable working independently while supporting leadership remotely

Strong problem-solving and executive functioning skills

Non-Negotiables

• Exceptional organization and task management abilities

• Proactive communication and consistent follow-through

• Strong problem-solving and executive functioning skills

Benefits

Competitive salary commensurate with experience

Opportunities for professional development and growth

Work in a collaborative, mission-driven healthcare environment

Make a meaningful impact supporting children and families