Administrative Support Specialist
1 week ago
Virtual Rockstar is seeking a highly skilled and proactive Operations Coordinator to support the executive team with exceptional organizational skills, attention to detail, and the ability to manage multiple projects and deadlines.
The ideal candidate will have proven experience as an Executive Assistant or Chief of Staff, with strong written and verbal communication skills and the ability to work independently.
Responsibilities include:
- Executive & Administrative Support: Serve as a key liaison between leadership, staff, students, volunteers, and external contacts; coordinate across departments to ensure smooth execution of executive initiatives.
- Operations & Compliance: Manage park permitting processes, oversee contracts with universities for occupational therapy student placements, coordinate internship and volunteer programs, and assist with Group Assistant hiring.
- Project & Data Management: Input and maintain program data in the EMR system for accurate billing and service delivery, process and distribute superbills, and monitor project deadlines via ClickUp and Google Workspace.
- Technology & Communications: Update the company website with staff changes and program updates, support operational and marketing tasks, and record and document processes via Loom for training and onboarding.
- Proven experience in a senior administrative support role.
- Exceptional organizational and time-management skills with the ability to juggle multiple priorities.
- Strong written and verbal communication; professional and clear communicator.
- Ability to work independently, take ownership of tasks, and proactively problem-solve.
- Comfortable using and managing multiple platforms, including ClickUp, Trello, Google Workspace, EMR systems, Acuity Scheduling, Zoom, Google Meet, LastPass, Loom, and Squarespace.
- High level of accuracy and attention to detail, especially in compliance-related and data-entry tasks.
- 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.
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