Executive Assistant - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a Full-Time Executive Assistant on behalf of our client — a leading women’s health and coaching entrepreneur based in Arizona. She empowers midlife women to thrive through fitness, mindset, and lifestyle transformation programs, while also educating coaches and wellness professionals.

This is an incredible opportunity for a proactive, detail-oriented Executive Assistant who wants to support a purpose-driven leader making a real difference in the lives of women over 40.

As the Executive Assistant, you’ll serve as the right hand to the founder — helping her stay focused on the big picture while you handle the details. You’ll manage communication, scheduling, and organization across a growing online coaching business, ensuring that the client’s time, priorities, and projects run smoothly.

You’ll act as a professional “shield,” proactively anticipating needs, following up on deliverables, and bringing structure and clarity to daily operations.

About Our Client

Our client leads a mission-driven coaching business dedicated to helping midlife women achieve strength, confidence, and optimal well-being during and after menopause. Through online programs, memberships, and educational content, she inspires women and health professionals alike to redefine what’s possible at every stage of life.

The work environment is positive, collaborative, and fast-paced — perfect for someone who’s organized, communicative, and passionate about supporting women’s empowerment and health.

Responsibilities

Email, Communication & Scheduling

Manage and organize the client’s inbox, prioritizing messages that need her attention and handling those that can be delegated

Maintain and update her calendar, scheduling meetings, podcast interviews, and events

Coordinate travel logistics, including flights, lodging, and itineraries

Support time blocking for publishing calendars and internal deadlines

Project & Task Coordination

Help manage project timelines and accountability across the team

Follow up with team members to ensure deliverables are completed on time

Create and maintain task documentation, SOPs, and checklists in Basecamp or Slack

Conduct light research and gather references or resources for projects and presentations

Content & Marketing Support

Prepare PowerPoint slides and visual materials for presentations and events

Proofread and format newsletters, blog posts, and emails for weekly sends

Test links, review layouts, and ensure accuracy before publication

Assist with Canva for post-polishing and uploading content (no graphic design required)

Event & Relationship Support

Research venues and costs for retreats, dinners, and speaking events

Support event planning logistics and vendor communication

Assist with outreach to potential podcast hosts, partners, and affiliates

Requirements

You’re a proactive and dependable professional who thrives on organization, communication, and helping others succeed. You’re comfortable managing multiple priorities, working independently, and ensuring nothing slips through the cracks.

Extremely organized, resourceful, and detail-oriented

A clear, concise communicator — both written and verbal

Skilled at managing inboxes, calendars, and digital workflows

Comfortable using tools like :

WordPress, WooCommerce, Infusionsoft CRM

Slack, Basecamp, Calendly, Google Workspace

Canva (basic use), PowerPoint, and Google Docs

Tech-savvy and curious about tools or AI that improve efficiency

Excited by health, wellness, and women’s empowerment

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.

Requirements

Experience as an Executive Assistant, Virtual Assistant, or similar role. Strong organizational and time-management skills. Proficient with Microsoft 365 suite (Outlook, PowerPoint, Word, Excel) and Zoom. Excellent communication skills (both written and verbal). Strong attention to detail and ability to prioritize tasks. Proactive, self-driven, and able to work independently with minimal supervision. A genuine interest in the dental industry is a plus.