Administrative Virtual Assistant

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

Client, Patient & Team Coordination

- 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 projec