Administrative Virtual Assistant

Rockstar; Northern (KY); Hybrid; USD 42,000 - 65,000; Full time

Job summary

Rockstar is a remote-first staffing company based in Arizona, seeking an Administrative Virtual Assistant to support U.S.-based businesses on a full-time basis. You will manage calendars, emails, documents, and workflows, partnering with leadership to keep operations running smoothly behind the scenes.

The role emphasizes initiative, structure, and professional client/patient interactions, with opportunities to contribute across general administration, healthcare-adjacent operations, and

Qualifications

• 2+ years experience in administrative, operations, or executive support roles.
• Excellent written and verbal English communication skills.
• Strong organizational skills and ability to manage multiple priorities.
• Comfortable working independently in a remote environment with minimal supervision.
• Proficiency with Google Workspace or Microsoft 365.

Responsibilities

• Manage calendars for leadership, staff, and clients across time zones.
• Triage and respond to emails; draft professional communications.
• Prepare and maintain business documents, reports, and records.
• Develop SOPs and checklists for recurring workflows; support systematization.
• Coordinate onboarding, travel planning, and project-management tools when needed.
• Assist with basic HR tasks (PTO tracking, timecards) and reporting.
• Provide occasional personal assistant support for leaders when applicable.

Skills

Administrative support

Communication

Organization

Remote work

Time management

Proactive

Tools

Google Workspace

Microsoft 365

Job description

Rockstar is an industry-leading staffing company based in Arizona that helps healthcare businesses across the United States streamline operations by connecting them with skilled remote professionals. We partner with talented individuals from around the world, providing meaningful remote career opportunities that empower personal and professional growth.

At Rockstar, we are committed to placing team members who not only meet our clients' operational needs but who also reflect our core values of integrity, excellence, and long-term service. Every placement is an opportunity to make a meaningful difference, for the practice, for patients, and for you.

Job Description

This is a remote position.

Rockstar is seeking a skilled and proactive Administrative Virtual Assistant to support U.S.-based businesses on a full-time remote basis. This is a broad administrative support role built for professionals who are organized, resourceful, and genuinely energized by helping operations run smoothly behind the scenes.

In this role, you will provide day-to-day administrative support to business owners, practice leaders, and their teams: managing calendars, coordinating communication, handling documentation, supporting client or patient interactions, and helping build the systems that keep a growing business on track. Depending on the client, responsibilities may lean toward general business administration, healthcare-adjacent operations, executive support, or a combination of all three.

This is not a task-taker role. The ideal candidate takes initiative, communicates proactively, and brings structure to whatever environment they enter.

KEY RESPONSIBILITIES

Calendar & Scheduling Management

• Manage and coordinate calendars for leadership, staff, and/or patient or client appointments
• Confirm appointments and send reminders to reduce no-shows and scheduling gaps
• Coordinate meetings, calls, and internal scheduling across teams and time zones
• Maintain accurate scheduling records and flag conflicts or priority items to leadership
• Support travel planning and itinerary preparation as needed

Communication & Inbox Management

• Manage and organize email inboxes, including triage, labeling, prioritization, and routing
• Draft and send professional correspondence on behalf of leadership: emails, follow-ups, and routine communications
• Respond to client, patient, or customer inquiries via phone and email with warmth and professionalism
• Maintain closed-loop communication, ensuring tasks and requests are acknowledged, tracked, and completed
• Support internal team communication and coordination across platforms as needed

Documentation & Records Management

• Prepare, format, and maintain business documents, forms, reports, and correspondence
• Maintain accurate electronic records across relevant platforms and systems
• Organize and manage digital files, folders, and shared drives for easy team access
• Support data entry, basic reporting, and administrative tracking tasks
• Send or request records, referrals, treatment plans, or other client-facing documentation as required

Systems, SOPs & Workflow Support

• Develop and document Standard Operating Procedures (SOPs) and checklists for recurring workflows
• Implement and maintain task tracking systems to support leadership visibility and accountability
• Identify inefficiencies in existing workflows and proactively suggest improvements
• Support the setup and operationalization of project management tools as assigned
• Help onboard new processes, tools, or team members by preparing training materials and documentation
• Coordinate communication between leadership, internal staff, clients, patients, families, or external partners
• Follow up with clients or patients post-interaction and respond to frequently asked questions
• Manage referral coordination, waitlists, and other scheduling-adjacent workflows as applicable
• Support team accountability by tracking deadlines, pending tasks, and outstanding items
• Assist with onboarding communications, event coordination, or other operational follow-through tasks

Administrative & Reporting Support

• Generate and distribute invoices, statements, and administrative reports as needed
• Support basic HR or staff administrative tasks including PTO tracking, timecard follow-up, and compliance reminders
• Assist with inventory tracking, equipment maintenance scheduling, and vendor coordination
• Support job posting, applicant screening, and basic onboarding logistics as assigned
• Handle research, information gathering, and special projects on behalf of leadership

Personal Assistant Support (Where Applicable)

• Depending on the client, this role may also include light personal assistant responsibilities to help business owners stay focused and organized, including scheduling personal appointments, coordinating travel, managing online orders, organizing events, and providing general time management support.

Requirements

Required

• 2+ years of experience in an administrative, operations, or executive support role
• Strong organizational skills with the ability to manage multiple priorities simultaneously without losing detail
• Excellent written and verbal English communication skills: clear, professional, and warm in all interactions
• Proven ability to take ownership of tasks and follow through to completion without repeated prompting
• Comfortable working independently in a remote environment with minimal supervision
• Proficiency with Google Workspace (Gmail, Drive, Docs, Sheets, Calendar) or Microsoft 365
• Tech-forward mindset with the ability to learn new tools and systems quickly
• Reliable home office setup with a stable internet connection

Preferred

• Experience in a healthcare, wellness, or professional services environment
• Familiarity with EMR, practice management, or CRM platforms
• Experience developing SOPs, building workflows, or implementing administrative systems
• Comfort with project management tools such as Asana, Monday.com, or similar
• Background in executive-level support, including calendar ownership and inbox management
• Experience with basic social media management, Canva, or content coordination

WHAT WE LOOK FOR

• Ownership: you treat your client's operations as your own and don't let things fall through the cracks
• Proactivity: you identify what needs to happen next and act on it before being asked
• Organization: your systems are clean, your follow-through is consistent, and your communication is clear
• Adaptability: you can shift priorities, learn a new tool, and handle a fast-moving environment without losing your footing
• Professionalism: you represent your client with warmth, discretion, and accuracy in every interaction
• Competitive salary commensurate with experience
• Opportunities for professional development and long-term career growth
• Work within a dynamic, collaborative, and supportive team environment
• Stable, full-time remote employment with U.S.-based clients
• Make a meaningful impact by helping businesses and the people they serve operate at their best