[Hiring] Executive Assistant & Compliance Coordinator @Virtual Rockstar

Role Description

This is a remote position. Virtual Rockstar is hiring a full-time Executive Assistant & Compliance Coordinator - Virtual Assistant on behalf of a growing pediatric therapy practice. This role is a blend of executive/administrative support and compliance coordination — managing recurring administrative, HR, and compliance tasks so that leadership can focus on high-level strategy and growth. The ideal candidate is extremely detail-oriented, tech-savvy, and a strong written communicator who can be trusted with sensitive HR, financial, and HIPAA-adjacent information. This is an excellent opportunity for a proactive self-starter who wants to be a true, reliable extension of a small but high-performing leadership team at a mission-driven pediatric healthcare practice.

Key Responsibilities

• Administrative & Executive Support
  • Track action items and follow-ups from leadership and staff meetings
  • Prepare meeting agendas and distribute notes
  • Maintain document organization and version control on SharePoint
  • Research topics and compile summary reports as assigned
  • Draft routine communications from templates
  • Manage email inbox triage and calendar scheduling for leadership (Phase 2)
  • Maintain and reformat the SOP and training library on SharePoint
• HR & Payroll Administration
  • Verify productive hours against payroll tracking and flag discrepancies
  • Launch annual review forms in Paylocity on schedule
  • Prepare HR documents from templates and maintain organized digital filing
  • Set up new employees in Practice Pro per onboarding checklist
  • Monitor Paylocity workflows and run audits to ensure records stay accurate
  • Compile staff survey results for leadership review
• Compliance & Credentialing Support
  • Run OIG exclusion checks on schedule and file documentation
  • Maintain a compliance calendar, sending reminders and tracking completion
  • Conduct quarterly IT system checks using established workflows
  • Manage CAQH profile maintenance and attestations for clinicians
  • Monitor licensure and credentialing renewal dates with a tracker and reminders
  • Run weekly missing documentation and charges reports and notify staff
• Operations, Marketing & Patient Experience
  • Pull and format weekly reports in Excel for leadership review
  • Coordinate vendor calls and track equipment/facilities issues
  • Create Canva content for marketing and internal communications
  • Draft staff newsletters and submit website updates to the marketing team
  • Maintain patient nurture email sequences and compile satisfaction survey results
  • Track referral source data and developmental screening submissions

Qualifications

• Strong executive or administrative assistant background, ideally in healthcare or a similarly regulated industry
• Extremely detail-oriented — comfortable double-checking work where errors carry real consequences
• Excellent written English communication skills — will draft communications on the practice's behalf
• Proactive and reliable — takes ownership without needing constant direction
• Tech-savvy and comfortable learning new platforms quickly
• Experience with Practice Pro, Paylocity, Canva, or GoHighLevel is a strong advantage
• Comfortable handling HIPAA-adjacent and sensitive HR/financial information with discretion
• Available and responsive during Eastern Time business hours via Zoom and email

Requirements

• Extreme attention to detail — errors in payroll, credentialing, or compliance have real consequences
• Strong written English communication — must represent the organization professionally
• Proactive, reliable, and dedicated — a true self-starter who follows through without prompting

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.