Executive Assistant - Virtual Assistant

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

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 proactive, highly organized, and detail-oriented Executive Assistant to support the business operations of our client. This role is essential in ensuring smooth day-to-day operations by assisting with email management, content creation, data analysis, client support, and various other administrative tasks. The ideal candidate will be comfortable working in a fast-paced environment, be a strategic thinker, and have a knack for problem-solving.

About our client:

Our client is a vibrant and inclusive lifestyle business based in Colorado with a mission to help people break free from clutter so they can live their best lives. The company fosters a culture that is uplifting, fun, and light, and is driven by values of simplicity, harmony, and adventure. They are dedicated to helping their clients create balance and joy in their lives through organized living.

Responsibilities:


Email Management: Oversee and manage incoming emails for the executive, ensuring all communications are responded to in a timely and professional manner. Draft responses as needed.
Social Media Management: Create and schedule content for social media platforms, ensuring content aligns with the company’s voice and values. Monitor engagement and respond to inquiries.
Affiliate Program Support: Create and update marketing assets for affiliates, track affiliate performance, and report on results.
Data Interpretation & Reporting: Analyze data from sales launches, membership retention, churn, and marketing campaigns using tools like Kajabi, Google Analytics, and Facebook Ads Manager. Provide weekly updates on marketing KPIs, identifying trends and reporting to the team.
Membership Communication: Draft and send outgoing emails to membership, ensuring clear and engaging communication with clients.
Vendor & Client Coordination: Schedule and coordinate with vendors, guest speakers, teaUpgrade to see actual infombers, and clients, ensuring smooth transitions and minimal disruption to the marketing and tech systems.
Client Support: Provide support in the client portal, moderate the company’s private Facebook group, and assist with basic client requests such as password resets or payment tracking.
Onboarding & Graduation: Provide administrative support during client onboarding and graduation processes, ensuring that all steps and policies are followed.
Event Coordination: Assist with logistics before, during, and after client calls and events, ensuring everything runs smoothly and that all participants have what they need.
Tech & Marketing Material Support: Ensure the smooth creation, publishing, and moderation of marketing materials across various platforms, and update program content in the client portal.
Time and Energy Management: Proactively support the executive's time and energy, ensuring focus is on high-priority tasks and minimizing distractions.
Calendar & Scheduling Management: Manage the executive’s calendar, including scheduling and rescheduling calls, meetings, and appointments.
Project Coordination & SOP Development: Support project coordination, create Standard Operating Procedures (SOPs), and assist in document preparation and handling.

Required Qualifications:

Experience as an executive or administrative assistant in a similar fast-paced, entrepreneurial environment.
Familiarity with tools such as Kajabi, DropBox, Google Workspace, Canva, Zoom, Voxer, and social media management platforms. Knowledge of funnels and basic automation is a plus.
Ability to track metrics, analyze data (sales, membership retention, marketing KPIs), and create actionable reports.
Familiarity with business operational concepts such as budgets, SOPs, workflows, project planning, and quarterly planning.
Must be extremely organized, with a keen attention to detail and accuracy.
Ability to think critically, find solutions, and prioritize tasks in a dynamic environment.
Strong verbal and written communication skills. Ability to communicate with clients, vendors, and teaUpgrade to see actual infombers with professionalism and clarity.
Must be empathetic, responsive, and committed to providing excellent client support and maintaining a high level of professionalism.

Preferred Qualifications:

Familiarity with funnels and basic automation.
Experience with creating Standard Operating Procedures (SOPs) and training tools.

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 an executive, 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!