Executive Assistant - Virtual Assistant

Job Title: Executive Assistant - Virtual Assistant
Location: Remote
Interviewer: Amber

Virtual Rockstar is an industry-leading company based in Arizona that specializes in offloading administrative tasks from healthcare clinics to streamline operations. We hire specifically in the Philippines, aiming to build and strengthen families in the region through meaningful employment opportunities. We are committed to hiring individuals who not only meet our job requirements but also align with our core values and long-term vision.

Virtual Rockstar is seeking a highly organized and proactive Executive Assistant to support the CEO of Pinnacle Integrative Orthopedics. This full-time, remote position requires someone who thrives in a fast-paced, dynamic environment and is capable of managing a variety of tasks, from administrative support to project coordination. As the CEO's trusted right hand, you will play a key role in ensuring seamless communication, efficient scheduling, and the smooth operation of the practice's day-to-day activities.

About our client:

At Pinnacle Integrative Orthopedics, we believe in empowering individuals to live healthier, pain-free lives through innovative, non-surgical solutions. Located in Texas, our practice specializes in cutting-edge regenerative medicine and functional wellness, aiming to transform the orthopedic industry by providing accessible, high-quality, and personalized care. We are dedicated to fostering an environment that celebrates holistic wellness, personal growth, and exceptional patient outcomes.

Our culture is built on values of integrity, innovation, and mutual respect. We strive for excellence in everything we do, creating an atmosphere where curiosity is encouraged, and professional development is supported. Join us in making a meaningful difference in the lives of our patients and contributing to a forward-thinking, dynamic team.

Responsibilities:

Communication Management:

Email & Text Management: Monitor and respond to routine communications; prioritize urgent or important messages.
Voicemail Management: Listen to, summarize, and respond to voicemail messages as necessary, delegating when appropriate.
Calendar & Travel Coordination:
Calendar Management: Schedule and confirm appointments, both personal and professional, ensuring no conflicts.
Travel Planning: Organize flights, accommodations, transportation, and create detailed itineraries for business and personal trips.
Financial & Administrative Tasks:
Bill Payment Management: Manage and track personal and business-related bills and expenses.
Administrative Support: Prepare meeting agendas, take detailed notes, and follow up with action items.
Project & Task Support:
Idea Documentation: Capture and document ideas, translating them into actionable tasks and project outlines.
Project Tracking: Provide organizational support, ensuring projects stay on track and deadlines are met.
Additional Responsibilities:
Document Creation: Assist in drafting, editing, and formatting documents, proposals, and presentations.
Research Assistance: Conduct preliminary research to support both professional and personal projects.
Vendor & Service Coordination: Manage communication and scheduling with third-party vendors and service providers.
Meeting Preparation & Follow-up:
Meeting Agendas & Notes: Prepare structured meeting agendas, record key points, and distribute follow-up action items.
Weekly Check-ins: Facilitate weekly ZooUpgrade to see actual infoetings to review tasks, project timelines, and priorities, ensuring alignment and clarity.

Qualifications:

Experience: Minimum of 2 years as an executive assistant, preferably in healthcare or a related field.
Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and Zoom. Strong attention to detail and exceptional organizational skills.
Communication: Excellent written and verbal communication skills, with the ability to handle sensitive and confidential information.
Problem-Solving: Strong critical thinking and problem-solving abilities, with a proactive mindset.
Self-Motivated: Ability to work independently, take initiative, and manage time effectively in a virtual environment.
Adaptability: Ability to work in a fast-paced and evolving environment while maintaining professionalism and composure.

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 in the Philippines.

How to Apply:

To apply for this position, please send us a copy of your updated resume and a Loom video (not Google Drive) addressed to The Rockstar Team. In the video, explain your relevant work history and give a brief introduction about yourself. Please provide detailed insights into your previous experience as a virtual assistant. If you have prior experience supporting a CEO, we'd appreciate hearing about it. We're seeking candidates with outstanding communication and customer service skills, so please emphasize these qualities in your video introduction. Lastly, share your creative ideas on how you can contribute to the growth and success of our company. We're eager to see your application!