Executive & Marketing Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive & Marketing Assistant on behalf of our client, a patient-first pain management and wellness team located in Arizona. This role supports the clinic's executive leader with high-level administrative coordination, marketing execution, workflow management, and proactive follow-through to keep priorities moving across communication, operations, and growth initiatives.

About Our Client
Our client is a compassionate, evidence-based pain and wellness clinic that blends advanced regenerative medicine with a holistic, whole-body approach. Their mission is to help people live fuller, happier lives by treating root causes—not rushing care or defaulting to unnecessary surgery or medication. Their purpose is simple: Restore. Revive. Help people finally feel alive again.

They are deeply committed to a warm, welcoming, ethical, and thorough patient experience rooted in: Compassion, Integrity, Connection, Innovation, Excellence, and Whole-Body Wellness.

Responsibilities
Email & Communication Management

• Organize and prioritize the executive leader's inbox daily; flag urgent items and maintain a clear folder/category system.
• Draft and send responses on the leader's behalf when appropriate using a white-label version of GoHighLevel (GHL).
• Send new patient emails whenever appointments are booked via Calendly.
• Track every Calendly call, monitor conversions vs. non-conversions, and maintain clean tracking records.
• Send PRP-related emails for the physician as needed.
• Re-engage inactive email lists using follow-ups and value-driven messaging.
• Prepare and send weekly or bi-weekly newsletters.

Marketing Execution & Content Support

• Batch and schedule email marketing campaigns inside GHL.
• Help develop monthly marketing themes and content direction; draft outlines for review.
• Assist in outlining and executing larger marketing projects from idea to completion.
• Support social media tasks including research, post preparation, and engagement assistance.
• Generate ideas and pitches for news/media opportunities, including researching news stations and drafting outreach messages.
• Research podcasts, build pitch lists, and draft customized pitch messages.
• Brainstorm clinic event ideas and assist with planning/coordination.
• Provide light video editing support as needed and help with light website updates.

Operations, Organization & KPI Support

• Keep organized, accurate, and up to date.
• Create weekly to-do lists based on priorities and upcoming deadlines.
• Track KPIs and ensure they're reviewed weekly (including gathering the numbers and presenting them clearly).
• Organize and maintain SOPs (collect, edit, format, update, and ensure the latest versions are accessible).
• Assist with concierge patient management and follow-up to ensure a high-touch experience.
• Join weekly/monthly goal reviews and support execution so goals are met.
• Proactively keep projects moving, prevent bottlenecks, and anticipate next steps.

Executive & Lifestyle Support (as needed)

• Organize the executive leader's calendar and structure the day with intention (filter requests, protect focus blocks, etc.).
• Support weekly dinner planning, grocery ordering, and lifestyle organization tasks so personal and clinic priorities stay aligned.

Requirements

• Experience supporting an executive, clinic owner, or leader as an Executive Assistant, Operations Assistant, or similar role.
• Strong marketing coordination experience (email marketing, campaign scheduling, content planning).

• High proficiency with tools similar to (or including):

• GoHighLevel (or a white-label version), , Canva, Calendly

• Microsoft Teams, Zoom, Excel/Word

• Familiarity with AI tools like ChatGPT/Claude for drafting and workflow support

• Excellent written communication skills with the ability to draft emails/newsletters in the leader's voice.

• Extremely organized, proactive, and dependable—able to manage multiple priorities without constant oversight.
• Comfortable tracking KPIs, maintaining clean systems, and ensuring follow-through to completion.
• Professional and discreet (this role includes access to business operations and some personal/lifestyle tasks).
• Comfortable communicating via Microsoft Teams (video meetings + direct messaging) and working in a fast-paced environment.

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.