Administrative Specialist – Virtual Assistant

Job not on LinkedIn

October 17

🗽 New York – Remote

Although this job is listed in New York, this company may be open to hiring remote in other states.

💵 $7 - $8 / hour

⏰ Full Time

🟢 Junior

🟡 Mid-level

📋 Administrative Assistant

🚫👨‍🎓 No degree required

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Virtual Rockstar Careers

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Healthcare Insurance • Recruitment • SaaS

Virtual Rockstar Careers is a company dedicated to supporting the physical therapy community by providing specialized services such as hiring virtual assistants, physical therapists, and training clinical directors. They focus on empowering practices through education, consulting, and efficient staffing solutions to help clinics thrive while improving patient care and increasing operational efficiency.

51 - 200 employees

⚕️ Healthcare Insurance

🎯 Recruiter

☁️ SaaS

📋 Description

• Serve as the first point of contact for clients with warmth, professionalism, and discretion • Manage patient inquiries via email, text, and phone with timely and thoughtful communication • Anticipate client needs and ensure follow-up throughout their care journey • Maintain confidentiality and a calm, professional demeanor at all times • Manage calendars in Practice Fusion and Google Calendar • Schedule, confirm, and adjust appointments with sensitivity and precision • Handle reschedules and cancellations while ensuring an exceptional client experience • Track licensing and compliance dates for the clinician (renewals, CME credits, etc.) • Create and track invoices in QuickBooks • Process payments and maintain accurate financial records • Support completion of forms, onboarding packets, and other client documentation • Maintain organized and compliant digital records in Google Drive • Update and organize Asana as the central hub for project management • Review workflows and make recommendations for increased efficiency • Create or refine SOPs (Standard Operating Procedures) to streamline recurring tasks • Manage renewals, vendor communication, and compliance-related documentation • Assist with light social media tasks (posting updates, formatting captions, tracking engagement) • Coordinate podcast appearances or discovery calls for potential clients • Support event planning, collaborations, or community initiatives • Prepare PowerPoint slides, reports, or summaries as needed.

🎯 Requirements

• Strong written and verbal English communication skills (clear, fluent, and professional) • At least 2+ years of experience in administrative support, healthcare, or executive assistant roles • Experience working in a cash-based or concierge medical/mental health practice preferred • Excellent organizational and time-management abilities with strong attention to detail • Tech-savvy and confident using: Google Suite, Asana, Practice Fusion, QuickBooks, Go High Level, and Zoom • Ability to work independently while maintaining proactive communication • High level of professionalism, discretion, and confidentiality when interacting with clients • Flexible, adaptable, and eager to take ownership of responsibilities in a growing practice • Background or familiarity with medicine, mental health, wellness, or integrative care 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 across the globe.