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