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Executive & Operations Virtual Assistant

2 hours ago

Manila, National Capital Region, Philippines Virtual Rockstar Full time

This is a remote position.

Virtual Rockstar is hiring an Executive & Operations Virtual Assistant on behalf of a US-based health and wellness practice.

The Executive & Operations VA will play a key role in supporting the business owner by managing inbox communications, coordinating schedules and outreach, handling customer support inquiries, and maintaining backend systems. This role is designed to help keep daily operations running smoothly while supporting programs, launches, and community engagemen

About Our Client

Our client is a holistic health and wellness practice that focuses on restoring, maintaining, and enhancing the body's natural ability to self-regulate. Their approach blends alternative and integrative wellness methods with personalized care plans to support long-term health and overall well-being.

They value thoughtful communication, organization, and a high level of care for every client interaction. The practice operates in a fast-paced but supportive environment, where attention to detail, follow-through, and empathy are essential.

Responsibilities

Administrative & Executive Support

  • Manage the business owner's email inbox, including organizing, responding, and flagging priority messages.

  • Answer subscriber and client questions with oversight, redirecting them to the appropriate resources, programs, or next-step offers.

  • Maintain accurate follow-ups, tracking email conversations and interactions with clients and internal team members.

  • Coordinate scheduling and outreach sent via email, text, or Voxer for calls, webinars, podcast recordings, and meetings.

Coordination & Outreach

  • Coordinate logistics for podcast interviews, affiliate connections, and networking follow-ups.

  • Assist with organizing and booking travel accommodations when needed.

  • Send outreach and follow-up messages to contacts made at events or through partnerships.

  • Coordinate updates and tasks that require review or approval with the marketing team.

Data Entry & Backend Management

  • Update and maintain contact lists and databases on a monthly basis.

  • Manage data transfers and updates within Go High Level (GHL) and internal systems.

  • Track and update webinar registrations from Zoom.

  • Assist with backend sales page updates and system organization.

Customer Service & Community Support

  • Provide customer support Monday–Friday (10:00 AM–2:00 PM), with occasional weekend support during launches or sales.

  • Serve as a Go High Level expert, handling platform-related questions.

  • Respond to troubleshooting inquiries, including:

    • Membership or course access issues

    • Login and password resets

    • Payment and billing concerns

  • Handle order tracking inquiries and provide shipping updates.

  • Route cancellation or subscription requests to the appropriate team member.

Tools & Systems Used

  • Go High Level (GHL)

  • Zoom

  • Email and CRM systems

  • Google Workspace

  • Communication tools (email, text, Voxer)

Requirements

Proven experience as an Executive Assistant, Operations VA, or Customer Support VA.

Strong email management and organizational skills.

Excellent written communication and customer service skills.

Experience supporting online programs, memberships, or launches is a strong plus.

Working knowledge of Go High Level (or willingness to become an expert quickly).

Highly detail-oriented, proactive, and reliable.

Comfortable managing multiple tasks in a fast-paced environment.

Ability to work US business hours and provide occasional weekend support during launches.

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 across the globe.