Executive & Administrative Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive & Administrative Assistant on behalf of our client, a mission-driven psychiatric healthcare organization operating nationwide. This role will provide high-level administrative and operational support to a senior leader and a growing outreach/sales team currently spanning approximately 18 team members, with continued growth planned.

This position is ideal for someone who thrives in a fast-paced environment, enjoys being the "behind-the-scenes engine" for a field-based team, and has strong experience managing Salesforce and administrative systems so clinicians and outreach staff can stay focused on patient care and relationship-building.

About Our Client

Our client is a mission-driven, collaborative healthcare organization deeply committed to helping others and saving lives. Their culture is positive, supportive, and highly team-oriented, with a group of high-performing outreach professionals who value responsiveness, organization, and follow-through.

They operate nationwide and believe that operational excellence behind the scenes is essential to delivering exceptional patient outcomes. Leadership is invested in training and long-term success and is prepared to dedicate 2–4 weeks of structured onboarding and training to ensure this role is fully supported.

Responsibilities

Executive & Team Administrative Support

• Provide daily administrative support to a senior leader and the broader outreach team.
  

• Serve as a go-to administrative resource for approximately 18 team members, handling ad hoc requests efficiently and professionally.
  

• Coordinate across team members to ensure tasks, requests, and follow-ups do not fall through the cracks.
  

• Support the expansion of administrative systems as the team grows (with additional VAs expected to be added in the future).
  

Calendar & Scheduling Management

• Manage calendars for leadership and support scheduling needs across the team.
  

• Coordinate meetings, internal calls, and external appointments while accounting for multiple time zones.
  

• Ensure calendars are accurate, organized, and optimized for productivity.
  

Email Coordination & Communication

• Assist with email organization, prioritization, and coordination as needed.
  

• Support internal communication by responding to or routing requests via Microsoft Teams chat or email, depending on task objectives.
  

• Maintain professionalism, responsiveness, and clarity in all written communication.
  

Salesforce Management 

• Manage and maintain Salesforce (CRM) to support the outreach and sales workflow.
  

• Enter, update, and track data accurately to ensure visibility and accountability across the team.
  

• Support dispatch-style tasks, task assignments, and follow-ups related to Salesforce records.
  

• Ensure Salesforce remains clean, organized, and usable for a growing team.
  

Systems & Administrative Operations

• Provide administrative support using tools such as Salesforce, Ordo (inventory management), BestNotes (EHR), TrackMedRec, Microsoft 365, and Ortto.
  

• Assist with documentation, data entry, coordination, and general back-office support so field-based team members can stay focused on outreach.
  

• Support process improvement and assist with creating or maintaining SOPs and internal documentation as needed.
  

Requirements

• Proven experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or similar role supporting leadership and/or sales teams.
  

• Strong Salesforce experience is required (this is a core function of the role).
  

• Comfortable supporting a large, fast-moving team with varying administrative needs.
  

• Ability to manage multiple priorities, requests, and systems with accuracy and calm.
  

• Strong organizational skills and exceptional attention to detail.
  

• Excellent written communication skills and professional tone.
  

• Comfortable working remotely and collaborating via Microsoft Teams and email.
  

• Ability to adapt as the team grows and responsibilities expand.
  

• Reliable, proactive, and accountable with strong follow-through.
  

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.
  

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