Executive Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring an Executive Virtual Assistant on behalf of a marketing and automation agency. This role will serve as the right-hand support to the founder, helping manage a demanding schedule, organize priorities, and ensure smooth day-to-day operations.

The ideal candidate is proactive, highly reliable, and comfortable supporting a busy executive who manages a full schedule of back-to-back meetings throughout the day.

About the Client

This marketing and automation agency partners with service-based businesses, healthcare practices, nonprofits, and public organizations to help them grow through intentional marketing systems, strong brand strategies, and smart automation. Their work focuses on building websites, campaigns, and technology solutions that improve communication, capture more opportunities, and support long-term growth.

The company culture emphasizes integrity, intentionality, collaboration, and results. Team members are encouraged to contribute ideas, take ownership of their work, and continuously improve systems that help clients succeed.

Key Responsibilities

Executive Calendar & Schedule Management

Manage and organize the founder’s daily calendar and meeting schedule

Coordinate meetings, prioritize requests, and protect time for strategic work

Ensure the executive is fully prepared for each meeting with agendas, materials, and reminders

Provide proactive reminders and daily planning support

Email & Communication Management

Monitor and organize the executive’s inbox

Flag urgent messages and route inquiries to the appropriate team members

Draft and send responses when appropriate

Task & Priority Management

Maintain and organize tasks within project management systems

Track action items and deadlines to ensure projects remain on schedule

Anticipate upcoming priorities and ensure tasks are addressed before they become urgent

Meeting Preparation & Follow-Up

Prepare meeting briefs and collect relevant materials

Capture notes and action items from meetings

Coordinate follow-up tasks with internal team members or clients

Administrative & Operational Support

Assist with research, documentation, and operational tasks

Organize internal files, processes, and documentation

Support special projects, event preparation, and internal initiatives

Creative & Marketing Support

Assist with light marketing or creative tasks when needed

Support marketing operations and workflow organization

Tools You’ll Use

Google Workspace (Gmail, Calendar, Google Meet)

Teamwork (project management)

GoHighLevel

Canva

ChatGPT and Gemini

Google Ads, Google Analytics, Looker Studio

WordPress

Adobe Creative Suite

Meta and LinkedIn platforms

Requirements

Proven experience as an Executive Assistant supporting senior leadership

Strong calendar management and scheduling skills

Exceptional organizational and time management abilities

Excellent written and verbal communication skills

Ability to anticipate needs and work proactively without constant direction

Comfortable supporting a fast-paced marketing and creative environment

High attention to detail and strong problem-solving skills

Non-Negotiables

Integrity and transparency in communication

Strong collaboration and teamwork mindset

Willingness to continuously learn and grow in a fast-evolving industry

Reliability and trustworthiness in handling confidential information

Benefits

Competitive salary commensurate with experience

Opportunities for professional growth and development

Work closely with a dynamic marketing leader

Be part of a collaborative team helping organizations grow and succeed