Executive Virtual Assistant (Operations & Project Support)

This is a remote position.

Virtual Rockstar is hiring an Executive Virtual Assistant (Executive Virtual Assistant (Operations & Project Support) on behalf of a functional medicine and wellness company. This role serves as the operational right hand to the founder and is responsible for maintaining system integrity, managing initiatives, supporting client journey operations, and ensuring seamless communication across the organization.

This is a high-impact role ideal for someone who combines executive-level support with operational leadership, systems management, and project coordination.

About the Practice

This health and wellness company combines functional medicine, hormone balance, nutrition, and coaching to help individuals build resilience, restore energy, and thrive at every stage of life. Their mission centers on empowering clients with personalized care, education, and programs designed to support long-term health and vitality.

As the organization enters a significant growth phase, they are seeking a highly capable operations partner who can help maintain clarity, execution discipline, and operational stability while the founder focuses on strategic initiatives.

Key Responsibilities

Operations & Systems Support

• Maintain CRM accuracy and ensure client records are properly organized

• Monitor operational systems and flag issues when needed

• Help maintain documentation and standard operating procedures

Project & Program Coordination

• Track project timelines, tasks, and deliverables

• Support the coordination of programs, coaching sessions, and webinars

• Prepare session logistics such as scheduling, reminders, and materials

Client & Lead Management

• Monitor inbound leads and ensure timely follow-ups

• Maintain accurate pipeline tracking and client progression

• Support client onboarding and communication

Executive & Administrative Support

• Assist with calendar coordination and meeting preparation

• Monitor inboxes and respond to routine inquiries

• Support the founder with operational tasks and priority tracking

Marketing & Content Support

• Assist with email campaigns and marketing coordination

• Upload and organize digital content and materials

Tools You'll Use

• Go High Level / Big Boost Marketing (BBM)

• Practice Better

• Dropbox

• Canva

• Fullscript / Wholescript

Requirements

Strong experience in operations management, executive assistance, or integrator roles

Ability to manage complex systems and maintain CRM accuracy

Excellent organizational and project management skills

Strong written communication and attention to detail

Comfortable managing multiple platforms and tech tools

Ability to work independently while coordinating with leadership

Strong initiative and proactive problem-solving mindset

Benefits

Competitive salary commensurate with experience

Opportunities for professional growth and skill development

Work closely with a visionary founder in a growing health and wellness company

Be part of a mission-driven organization focused on helping people thrive