Executive Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive Assistant on behalf of our client — a fast-growing, science-driven healthcare diagnostics company that empowers practitioners with cutting-edge testing and data insights to improve patient outcomes.

As the Executive Assistant, you'll act as a trusted partner to the Director — managing calendars, communication, reporting, and key projects that drive strategic goals forward. You'll handle daily operations, optimize workflows, and ensure the executive's time is focused on the most high-impact priorities.

In addition to executive support, you'll also assist with data tracking, presentation design, and project management, collaborating closely with the sales, marketing, and operations teams. This role requires strong organizational skills, a calm and professional demeanor, and an eye for both detail and efficiency.

This role is ideal for an organized, proactive, and tech-savvy professional who thrives in a fast-paced, high-performance environment. You'll serve as the strategic right hand to a senior leader, supporting executive operations, reporting, and cross-functional collaboration between sales, marketing, and operations teams.

Our client is an innovative healthcare diagnostics company committed to bridging the gap between advanced laboratory science and everyday clinical care. They specialize in providing comprehensive functional and precision testing solutions that help practitioners identify the root causes of illness and develop personalized treatment plans.

The organization values integrity, innovation, collaboration, and excellence — with a team culture centered on curiosity, accountability, and continuous improvement. They're looking for a dedicated professional who can bring structure, clarity, and creative problem-solving to their growing team.

Responsibilities

Executive & Administrative Support

• Manage a complex remote calendar across multiple time zones, including meetings, travel, and events
  

• Prioritize and organize emails, maintaining structured follow-up systems and communication flow
  

• Schedule and prepare for one-on-one meetings, team calls, and regional check-ins
  

• Coordinate all travel logistics (flights, hotels, transportation, and itineraries)
  

• Track, submit, and reconcile expense reports accurately and on time
  

• Prepare, proofread, and design PowerPoint and Canva presentations for internal and external meetings
  

Data & Reporting

• Pull, organize, and format performance reports using Excel, Power BI, and internal dashboards
  

• Support data entry, reporting accuracy, and visualization for leadership updates
  

• Maintain and optimize spreadsheets for tracking sales, projects, and KPIs
  

Project & Operations Support

• Manage cross-functional initiatives across sales, marketing, and operations
  

• Maintain organized systems for tracking projects, deliverables, and priorities using HubSpot or ClickUp
  

• Assist with event coordination, meeting preparation, and follow-through on special projects
  

• Ensure alignment between executive priorities and team goals
  

Strategic & Personal Support

• Anticipate needs and proactively manage potential challenges before they arise
  

• Support time management, personal scheduling, and administrative planning for the executive
  

• Handle occasional personal coordination such as travel planning or reminders
  

• Act as a liaison between the Director and internal/external partners, ensuring confidentiality and professionalism
  

• 3+ years of experience as an Executive Assistant, Operations Coordinator, or Business Manager
  

• Experience supporting C-suite or senior leadership in a fast-paced environment
  

• Strong proficiency in:
  

  • Excel, Power BI, PowerPoint, Canva, HubSpot, ClickUp, Outlook, Loom, and Zoom
    

• Exceptional written and verbal communication skills
  

• Highly organized and detail-oriented, with excellent multitasking abilities
  

• Analytical mindset with experience working with data and visual reporting tools
  

• Able to work independently and take ownership of projects from start to finish
  

• Discreet, reliable, and comfortable handling sensitive and confidential information
  

• Creative thinker with a proactive, solutions-oriented approach
  

• 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.