Executive Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive Assistant on behalf of our client — a fast-growing diagnostic laboratory and health innovation company that provides advanced testing to help practitioners achieve better patient outcomes.

As the Executive Assistant, you'll be the trusted right hand to the company's leadership team, helping manage day-to-day operations, communications, and scheduling. You'll handle a variety of administrative, logistical, and project-based tasks, including marketing and event support.

You'll need to be comfortable wearing multiple hats — from coordinating meetings and managing data in HubSpot to helping with marketing campaigns, PowerPoint presentations, and event planning. The ideal candidate is sharp, detail-oriented, and eager to take ownership of their work.

This role is ideal for a proactive, tech-savvy professional who thrives in a dynamic, fast-paced environment and enjoys supporting high-level executives while also contributing to marketing and operational initiatives.

Our client is a cutting-edge diagnostic laboratory dedicated to improving patient outcomes through advanced, accurate testing and data-driven insights. Their mission is to empower healthcare providers with tools that enable more personalized, precise, and effective treatment decisions.

They value collaboration, innovation, and integrity — and they're looking for a long-term partner who brings exceptional organizational skills, professionalism, and initiative to their growing team.

Responsibilities

Executive & Administrative Support

• Manage executive calendars, schedule meetings, and organize daily priorities
  

• Prepare materials for meetings, including agendas, reports, and presentations
  

• Handle travel coordination, itineraries, and expense tracking (Concur)
  

• Support email management, follow-up tracking, and action item documentation
  

• Maintain confidential files and ensure smooth administrative operations
  

Data & Systems Management

• Enter, organize, and analyze data within HubSpot and Excel
  

• Track projects, contacts, and outreach campaigns using HubSpot CRM
  

• Build and maintain accurate dashboards and reports for leadership review
  

Marketing & Event Coordination

• Assist in organizing marketing campaigns, webinars, and company events
  

• Coordinate logistics for workshops, conferences, and educational programs
  

• Support creation of PowerPoint decks and visual materials for presentations
  

• Help analyze campaign performance and engagement metrics
  

• Implement SEO strategies and support website updates as needed
  

Project & Team Support

• Collaborate with cross-functional teams to ensure deadlines are met
  

• Provide administrative support for app and web development projects
  

• Help manage internal communications through platforms like Zoom, Aircall, and email
  

• Support the planning and execution of internal and client-facing initiatives
  

Personal Assistance

• Schedule personal and family appointments as needed
  

• Plan travel arrangements, manage online purchases, and set reminders
  

• Handle gift shopping, event coordination, and occasional research tasks
  

• 2+ years of experience as an Executive Assistant, Administrative Coordinator, or similar role
  

• Experience in healthcare, laboratory, or tech-related industries preferred
  

• Strong communication and organizational skills with attention to detail
  

• Proficient in:
  

  • HubSpot, Excel, Concur, Zoom, and Aircall
    

  • PowerPoint and document preparation
    

• Ability to manage multiple projects simultaneously in a fast-paced environment
  

• Familiarity with marketing processes such as campaign coordination and data tracking
  

• Professional demeanor, discretion, and ability to work with confidential information
  

• Strong problem-solving, prioritization, and time management skills
  

• 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.