Operations Administrator - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring an Operations Administrator on behalf of a rapidly growing pediatric occupational therapy practice that serves children and families across multiple states.

As Operations Administrator, you will play a central role in supporting the CEO, COO, CFO, and broader executive team. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple ongoing projects and deadlines.

You will oversee critical administrative functions, manage high-volume scheduling and onboarding processes, and support leadership in scaling operations. The ideal candidate is proactive, resourceful, and confident in taking ownership of complex projects with minimal oversight.

About Our Client

This practice specializes in nature-based pediatric occupational therapy, blending clinical excellence with outdoor play and family-centered care. Their culture is built on collaborative teamwork, accountability, excellence in service, and a strong belief in the power of nature and relationships to support children’s lifelong health and well-being.

The team values clear communication, ownership of responsibilities, and highly efficient systems that support therapists, families, and leadership. With rapid growth and a multi-state expansion underway, the executive team is seeking a highly capable assistant to provide direct support and ensure smooth operations across all levels of the organization.

Responsibilities

Executive & Administrative Support

Serve as a key liaison between leadership, staff, students, volunteers, and external contacts.

Coordinate across departments to ensure smooth execution of executive initiatives.

Support the COO and CFO with ad hoc tasks, strategic follow-ups, and priority management.

Operations & Compliance

Manage park permitting processes across multiple service locations, including permit renewals, insurance updates, and fee submissions.

Oversee contracts with universities for occupational therapy student placements, ensuring proper documentation, scheduling, and onboarding.

Coordinate internship and volunteer programs (40+ volunteers annually), including recruitment, placement, onboarding, and scheduling.

Support Group Assistant hiring : post openings, screen candidates, schedule interviews, and manage onboarding.

Project & Data Management

Input and maintain detailed program data in the EMR system (Therabyte), ensuring accuracy for billing and service delivery.

Process and distribute superbills to families on a scheduled basis (fall, spring, summer).

Monitor, track, and communicate project deadlines via ClickUp and Google Workspace.

Technology & Communications

Update and maintain the company website with staff changes, group openings, and program updates.

Execute one-off operational and marketing tasks, including SEO updates, social media content support, and online platform management.

Record and document processes via Loom to support training and onboarding.

Requirements

Proven experience as an Executive Assistant, Chief of Staff, or in a senior administrative support role.

Exceptional organizational and time-management skills with the ability to juggle multiple priorities.

Strong written and verbal communication skills; professional and clear communicator.

Ability to work independently, take ownership of tasks, and proactively problem-solve.

Comfortable using and managing multiple platforms, including :

ClickUp, Trello, Google Workspace (Docs, Sheets, Drive, Forms)

EMR systems (e.g., Therabyte)

Acuity Scheduling, Zoom, Google Meet

LastPass, Loom, Squarespace

High level of accuracy and attention to detail, especially in compliance-related and data-entry tasks.

Experience working with multi-state practices or organizations experiencing rapid growth is a plus.

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 in the Philippines.

Requirements

Previous experience in a medical administrative role (medical assistant, medical receptionist, or similar) is preferred. Familiarity with WebPT EMR and Therabill for patient payment posting is a plus. Strong communication skills, both written and verbal. Ability to manage multiple tasks and prioritize effectively. Excellent organizational skills and attention to detail. High level of professionalism and commitment to maintaining patient confidentiality. Comfortable with remote work and proficient in using virtual communication tools. Knowledge of insurance verification and pre-authorizations is a plus. Ability to work collaboratively with a team and contribute to a positive patient experience.