Remote Executive Assistant - Bi & Data
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Job summary
Rockstar is hiring an AI-Supercharged Executive Assistant to support U.S.-based healthcare practice owners on a full-time remote basis. You will own complex calendars, inboxes, and task lists, operating within a Claude AI environment tailored for healthcare practices.
You’ll receive structured Claude training and ongoing coaching from Rockstar’s role lead, joining a community of other EAs performing similar work.
Qualifications
- Proven EA/administrative support to senior leaders
- Hands-on experience using AI tools for real work
- Strong project coordination and task management
- Excellent written English and discretion
Responsibilities
- Manage the owner’s calendar, inbox, tasks, and follow-through
- Draft outbound emails in the brand voice and review drafts
- Keep a daily and weekly summary for the owner
- Coordinate internal/external meetings, logistics, and travel
- Prepare meeting agendas and slide decks
- Maintain HIPAA-compliant, confidential communications where applicable
- Monitor and report on projects and tasks in Claude environment
Skills
Education
Tools
Job description
Rockstar is hiring an AI-Supercharged Executive Assistant to support U.S.-based healthcare practice owners on a full-time remote basis. This is a new role at Rockstar. It's built for an experienced executive assistant who wants to run AI inside a real business, and who knows that the tool is only as good as the person operating it.
In this role, you'll own the owner's calendar, inbox, tasks, and daily follow-through, working in a Claude AI environment built specifically for that practice. Claude drafts. You review, decide, and send. The practice owner never touches the technology. You'll get structured Claude training from your first week, weekly coaching with Rockstar's role lead, and a community of other EAs doing the same work.
KEY RESPONSIBILITIES
Calendar & Scheduling
- Manage the owner's calendar with consistent color coding, time blocking, and protected focus time
- Confirm every meeting's time, attendees, link, and purpose at least 24 hours in advance
- Use Claude's calendar connector to prepare daily and weekly calendar summaries, then check them against the real calendar before they go out
- Coordinate personal appointments and travel where the placement includes it
Inbox & Communication
- Triage the inbox daily: handle routine items, draft what needs the owner's voice, and elevate what needs their decision
- Draft outbound email through Claude in the practice's brand voice and review every draft before sending
- Follow a defined escalation matrix with set response windows for urgent, same-day, and routine items
- Acknowledge email within 4 business hours and flag anything urgent to the owner within 30 minutes
Tasks, Projects, Meetings & Reporting
- Keep one task tracker current every day, covering every commitment, owner, and deadline
- Coordinate projects across the owner, staff, and vendors, breaking them into clear steps and tracking milestones through to completion
- Build meeting agendas in Claude from what's open on the tracker
- Create presentations and slide decks for the owner's meetings, trainings, and partner conversations
- Turn meeting notetaker transcripts into same-day recaps with action items assigned to the right people
- Deliver a Daily Summary and Weekly Summary so the owner never has to ask what happened
- Pull reports from the practice's CRM, EMR, or spreadsheets and spot-check the numbers before they go anywhere
Practice Coordination & Administrative Support
- Follow up with patients and clients after interactions and close the loop
- Support referrals, waitlists, and scheduling-related workflows
- Handle invoices, PTO tracking, vendor coordination, and compliance reminders
- Write and maintain SOPs for recurring work
- For practices that include it, monitor social platforms and Google and Yelp reviews, and draft responses for the owner's approval
Claude Environment
- Keep the practice's brand voice file current as the practice changes
- Bring real drafts to weekly coaching calls and refine the environment based on what's working
- Maintain strict HIPAA compliance and patient confidentiality at all times. Claude never contacts a patient or staff member without your review
This is a remote position.
Rockstar is hiring an AI-Supercharged Executive Assistant to support U.S.-based healthcare practice owners on a full-time remote basis. This is a new role at Rockstar. It's built for an experienced executive assistant who wants to run AI inside a real business, and who knows that the tool is only as good as the person operating it.
In this role, you'll own the owner's calendar, inbox, tasks, and daily follow-through, working in a Claude AI environment built specifically for that practice. Claude drafts. You review, decide, and send. The practice owner never touches the technology. You'll get structured Claude training from your first week, weekly coaching with Rockstar's role lead, and a community of other EAs doing the same work.
KEY RESPONSIBILITIES
Calendar & Scheduling
- Manage the owner's calendar with consistent color coding, time blocking, and protected focus time
- Confirm every meeting's time, attendees, link, and purpose at least 24 hours in advance
- Use Claude's calendar connector to prepare daily and weekly calendar summaries, then check them against the real calendar before they go out
- Coordinate personal appointments and travel where the placement includes it
Inbox & Communication
- Triage the inbox daily: handle routine items, draft what needs the owner's voice, and elevate what needs their decision
- Draft outbound email through Claude in the practice's brand voice and review every draft before sending
- Follow a defined escalation matrix with set response windows for urgent, same-day, and routine items
- Acknowledge email within 4 business hours and flag anything urgent to the owner within 30 minutes
Tasks, Projects, Meetings & Reporting
- Keep one task tracker current every day, covering every commitment, owner, and deadline
- Coordinate projects across the owner, staff, and vendors, breaking them into clear steps and tracking milestones through to completion
- Build meeting agendas in Claude from what's open on the tracker
- Create presentations and slide decks for the owner's meetings, trainings, and partner conversations
- Turn meeting notetaker transcripts into same-day recaps with action items assigned to the right people
- Deliver a Daily Summary and Weekly Summary so the owner never has to ask what happened
- Pull reports from the practice's CRM, EMR, or spreadsheets and spot-check the numbers before they go anywhere
Practice Coordination & Administrative Support
- Follow up with patients and clients after interactions and close the loop
- Support referrals, waitlists, and scheduling-related workflows
- Handle invoices, PTO tracking, vendor coordination, and compliance reminders
- Write and maintain SOPs for recurring work
- For practices that include it, monitor social platforms and Google and Yelp reviews, and draft responses for the owner's approval
Claude Environment
- Keep the practice's brand voice file current as the practice changes
- Bring real drafts to weekly coaching calls and refine the environment based on what's working
- Maintain strict HIPAA compliance and patient confidentiality at all times. Claude never contacts a patient or staff member without your review
Requirements
Required
- Proven experience as an Executive Assistant, Administrative Assistant, or similar role supporting a business owner or leader
- Hands-on experience using AI tools for real work
- Strong project coordination and task management skills, with a track record of moving work from assigned to done
- Excellent time management and the ability to prioritize competing deadlines without dropping anything
- Strong presentation skills, including building clear, polished slide decks
- Excellent written English. You'll review and send communication in a business owner's voice every day
- Strong judgment about what to handle on your own and what to elevate
- Comfort working in Google Workspace or Microsoft 365
- Ability to work independently and keep steady communication with the practice owner
- Willingness to complete Rockstar's confidentiality and compliance training before your start date
- Reliable home office setup with a stable internet connection suitable for HIPAA-compliant remote work
Preferred
- Experience with ChatGPT and Claude
- Experience in the healthcare industry, especially outpatient practices such as physical therapy, occupational therapy, or speech therapy
- Experience with Canva
- Familiarity with HIPAA and handling patient information
- Familiarity with EMR platforms such as Prompt, WebPT, or Raintree, or CRMs such as HubSpot or Zoho
- Experience with project management tools such as Asana or Monday.com
WHAT WE LOOK FOR
- Judgment: you know what to handle, what to draft, and what to elevate, and you don't elevate out of caution
- Follow-through: if it's not written down and tracked, it isn't handled. You close every loop
- Discretion: you handle the owner's information and patients' information with care, and only share it with the people who need it
- Curiosity: you want to get better at running AI, and you bring real drafts and real questions to coaching every week
- Ownership: you never send a draft you haven't read. Claude makes you faster. You make it correct
Benefits
- Competitive salary based on experience
- Structured Claude training, including connectors, reporting, meeting summaries, and agenda building
- Weekly one-on-one coaching with Rockstar's role lead
- A private community of EAs in this role to share what's working and solve problems together
- Access to Rockstar's playbooks and VA Academy for long-term career growth
- Stable, full-time remote work with U.S.-based healthcare practices
Bring your organization, judgment, and professionalism to a role that supports senior leadership and enables business success. As an Executive Administrative Assistant, you will manage complex schedules, coordinate critical meetings, and handle travel and expenses with precision and discretion. You’ll work in a dynamic environment where priorities shift quickly and confidentiality matters. We value proactive partners who anticipate needs and deliver high-quality support.
As an Executive Administrative Assistant within the executive leadership team, you will provide day-to-day administrative support to Senior Executives. You will manage complex calendars and meetings, serve as a key point of contact for communications into the executive’s office, and coordinate travel and expense processing. You will use sound judgment, handle sensitive information appropriately, and ensure smooth execution across competing priorities.
Job Responsibilities
• Manage a complex calendar for Senior Executives, including prioritization, scheduling, and conflict resolution
• Coordinate internal and external meetings, including logistics such as conference rooms, events, and catering
• Screen and route incoming calls and requests, prioritizing appropriately and exercising discretion when sharing information
• Respond to and follow up on inquiries on behalf of the executive, ensuring timely and professional communication
• Coordinate domestic and international travel, maintaining detailed itineraries and trip logistics
• Prepare, reconcile, and submit expense reports accurately and on time in accordance with applicable policies
• Serve as a point of contact for internal stakeholders, clients, and visitors interacting with the executive’s office
• Support day-to-day administrative needs and help resolve scheduling or logistics issues as they arise
Required Qualifications, Capabilities, and Skills
• Experience providing administrative support to senior leaders in a fast-paced environment
• Strong organizational skills with the ability to manage multiple priorities and last-minute changes
• Strong attention to detail and ability to execute tasks accurately under time pressure
• Strong written and verbal communication skills with professional etiquette
• Demonstrated ability to handle sensitive information with discretion and sound judgment
• Proficiency in Microsoft Outlook and experience scheduling complex meetings
• Ability to work collaboratively with stakeholders at all levels
• Strong follow-up skills and a proactive, service-oriented mindset
Preferred Qualifications, Capabilities, and Skills
• Experience supporting executive-level leaders or managing high-volume calendars
• Experience coordinating international travel and complex itineraries
• Experience using expense management tools (., SAP Concur or similar)
• Experience coordinating events, town halls, or large meetingsAs an Executive Talent Attraction Recruiter, Assistant Director, you’ll own executive recruiting responsibilities aligned to a various service lines and sectors, serving the US market. You’ll partner with an Executive Recruiter to manage the talent pipeline by identifying top talent and converting prospects into active candidates. As part of a high performing team, you’ll serve as a trusted business advisor to our leaders, Talent team and hiring managers by overseeing all external candidate engagement and driving talent to EY. You’ll ensure an exceptional candidate experience for every candidate, so our reputation for quality and innovation will be in your hands. In return, you’ll have the support of a network of highly knowledgeable colleagues and the opportunity to make a significant impact to your team and EY.
Your key responsibilities include
- Developing recruiting strategies to attract executive hires and serve as a key contact to client groups and external candidates
- Assessing business leadership resource needs against the talent market to build a compelling pipeline through various channels
- Ensuring all appropriate sourcing strategies are utilized, including inclusiveness initiatives and other creative sourcing techniques
- Integrating EY's brand strategy into all recruitment activity at all levels across all platforms
- Acting as a change agent for new technology, tools and processes that are rolled out to the broader recruiting community
- Staying informed of talent and labor market insights
- Conducting training and performance related feedback for teammates
- Innovating and leveraging Ai in your everyday work environment to further efficiencies and impact sourcing strategies and execution
Skills and attributes for success
- Demonstrating knowledge and prior experience in attracting and engaging executive hires and leveraging a variety of recruitment resources
- Ability to function in a lead recruiter role providing coaching and counseling to other recruiters and team members
- Providing operational and process excellence to ensure a quality candidate experience
- Strategic-thinking skills and ability to collaborate with team members on best practices
- Consultative approach with clients, serving as a talent advisor on the external pipeline of prospective candidates
- Ability to be agile and embrace new technology and tools which are designed to improve the recruitment process
To qualify for the role, you must have
- Extensive experience in the executive level search and recruitment process
- Ability to develop an effective sourcing strategy
- Ability to identify and solve complex recruitment issues
- Ability to develop and foster relationships
- Ability to provide training and performance related feedback to team
- Bachelor's degree or equivalent work experience
- 8-10+ years of experienced hire recruitment experience, including executive recruitment
- Experience recruiting talent in the US market
- Knowledge and experience in creative sourcing techniques of experienced hires
- Deep understanding of current recruitment/hiring laws and practices
- Proficiency in MS Office (Word, Excel, Copilot and PowerPoint) and experience working with applicant tracking software. Avature experience a plus
- Advanced English and can communicate confidently in professional settings, lead discussions, handle complex topics, and write professional communications with minimal errors
Ideally, you’ll also have
- Experience in a professional services environment
- Ability to work effectively in a fast-paced environment with numerous projects happening simultaneously
- Strong reporting and data analytic skills
What we look for
We’re interested in knowledgeable professionals ready to take ownership for attracting and engaging external candidates for EY. You’ll need to be naturally curious, ready to learn and have a genuine passion for finding the right people for the right roles. If you’re aiming to influence change within a world class recruiting organization, all while developing your own career, this role is for you.
What working at EY offers
We offer a competitive compensation package where you’ll be rewarded based on your performance and recognized for the value you bring to our business. In addition, our Total Rewards package includes medical and dental coverage, both pension and 401(k) plans, a minimum of 18 days of paid time off with additional time based on your level and years of service plus 12 observed holidays, and a range of programs and benefits designed to support your physical, financial and social well-being.
About EY
As a global leader in assurance, tax, transaction and advisory services, we hire and develop the most passionate people in their field to help build a better working world. This starts with a culture that believes in giving you the training, opportunities and creative freedom to make things better. So that whenever you join, however long you stay, the exceptional EY experience lasts a lifetime.
**Work Schedule**
Standard (Mon-Fri)
**Environmental Conditions**
Office
**Job Description**
Join Us as an Assistant Clinical Research Associate - Make an Impact at the Forefront of Innovation
We have successfully supported the top 50 pharmaceutical companies and more than 750 biotechs, spanning 2,700 clinical trials across 100+ countries in the last 5 years.
As part of our global team, you'll have the opportunity to perform remote activities on assigned projects in liaison with the CRA and study Clinical Lead. As an Assistant Clinical Research Associate, you'll provide support with site preparedness, logistical support to the monitoring process, and assist with assigned tasks for site management and remote monitoring in accordance with SOPs and regulatory guidelines. You may be assigned limited site contact activities during study start-up, site management, recruitment, and close-out phases.
What You'll Do:
- Completes study and site management activities as defined in task matrix, andas applicable and directed for study assigned.
- Completes and documents study-specific training.
- Orients and trains on any study-specific systems.
- Provides in-house support during pre-study assessments and with pre-study assessment waivers, as agreed for project.
- Supports to customize Site ICF with site contact details, as needed.
- Performs remote review of EMR/EHR checklist and supports collection, as applicable assessments.
- Verifies document collection and RCR submission status; updates site EDL and verifies site information.
- Reviews patient facing materials and review translations, as directed.
- Supports site staff with the vendor related qualification process, where applicable.
- Provides support by ensuring system access is requested/granted and revoked for relevant site staff during pre-activation and subsequent course of the study.
- Provides support to follow-up on site staff training, as applicable.
- Coordinates and supports logistics for IM attendance, as directed.
- Supports maintenance of vendor trackers, as directed.
- Coordinates study/site supply management during pre-activation and subsequentcourse of the study.
- Supports Essential Document collection, review and updating in systems, as applicable.
- Follows up and supports on missing study vendor data like ECGs, lab samples, and e-diaries, as directed.
- Supports ongoing remote review of centralized monitoring tools, as directed.
- Supports Site payments processes by coordinating with various functional departments within organization and site. Supports system updates and reconciliations, as directed and follows-up on site invoices throughout the study period.
- Performs reconciliation tasks on assigned trials including but not limited to CRF and query status, deviations, SAEs and safety reports, as applicable.
- Verifies document collection status in company systems and drives action for missing/incomplete/expired documents and open document findings, as directed.
- May perform other assigned site management tasks, as directed by CRA and as per Task Matrix.
- May perform a specific role profile for FSP opportunities according to Client requests.
- Maintains & completes administrative tasks such as expense reports and timesheets in a timely manner.
Education and Experience Requirements:
- Bachelor's degree in a life science discipline or related field or a Registered Nursing certification or equivalent and relevant formal academic / vocational qualification.
- Previous experience that provides the knowledge, skills, and abilities to perform the job (comparable to 0 to 2 years).
In some cases an equivalency, consisting of a combination of appropriate education, training and/or directly related experience, will be considered sufficient for an individual to meet the requirements of the role.
Knowledge, Skills and Abilities:
- Basic medical/therapeutic area knowledge and understanding of medical terminology
- Ability to attain and maintain a working knowledge of ICH GCP, applicable regulations and company procedural documents
- Effective oral and written communication skills
- Excellent interpersonal and customer service skills
- Good organizational and time management skills and strong attention to detail, with proven ability to handle multiple tasks efficiently and effectively
- Proven flexibility and adaptability
- Ability to work in a team or independently, as required
- Well-developed critical thinking skills, including but not limited to critical mindset, in-depth investigation for appropriate root cause analysis and problem solving
- Proficient computer skills with good knowledge of MS Office ability to learn and use appropriate software. Leverage modern technology when elligibility?
- Ability to extract pertinent information from all study documents, electronic study data systems, CTMS and dashboards
- Excellent English language and grammar skills
Working Conditions and Environment:
- Work is performed most of the time in an office or home office environment.; occasional travel toclinics/hospitals may be required.
- Exposure to electrical office equipment.
- The Assistant CRA role does not involve regular travel, however, any direct, promotional opportunities in the CRA career track will require frequent travel (60-80%).
Thermo Fisher Scientific is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.
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Chevron Corporation is one of the world's leading integrated energy companies...
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