Virtual Executive Assistant (Healthcare Practice)

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

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  Schedule personal and family appointments for the owner
  
  
  
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  Plan travel arrangements and prepare itineraries
  
  
  
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  Assist with research tasks, gift purchasing, and other administrative errands
  
  
  
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  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