Executive, Marketing Assistant – Virtual Assistant

Job not on LinkedIn

March 12

🌵 Arizona – Remote

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

💵 $6 - $7 / hour

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

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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

• Organize and prioritize the executive leader’s inbox daily; flag urgent items and maintain a clear folder/category system. • Draft and send responses on the leader’s behalf when appropriate using a white-label version of GoHighLevel (GHL). • Send new patient emails whenever appointments are booked via Calendly. • Track every Calendly call, monitor conversions vs. non-conversions, and maintain clean tracking records. • Send PRP-related emails for the physician as needed. • Re-engage inactive email lists using follow-ups and value-driven messaging. • Prepare and send weekly or bi-weekly newsletters. • Batch and schedule email marketing campaigns inside GHL. • Help develop monthly marketing themes and content direction; draft outlines for review. • Assist in outlining and executing larger marketing projects from idea to completion. • Support social media tasks including research, post preparation, and engagement assistance. • Generate ideas and pitches for news/media opportunities, including researching news stations and drafting outreach messages. • Research podcasts, build pitch lists, and draft customized pitch messages. • Brainstorm clinic event ideas and assist with planning/coordination. • Keep Monday.com organized, accurate, and up to date. • Create weekly to-do lists based on priorities and upcoming deadlines. • Track KPIs and ensure they’re reviewed weekly (including gathering the numbers and presenting them clearly). • Organize and maintain SOPs (collect, edit, format, update, and ensure the latest versions are accessible). • Assist with concierge patient management and follow-up to ensure a high-touch experience. • Join weekly/monthly goal reviews and support execution so goals are met. • Proactively keep projects moving, prevent bottlenecks, and anticipate next steps. • Organize the executive leader’s calendar and structure the day with intention (filter requests, protect focus blocks, etc.). • Support weekly dinner planning, grocery ordering, and lifestyle organization tasks so personal and clinic priorities stay aligned.

🎯 Requirements

• Experience supporting an executive, clinic owner, or leader as an Executive Assistant, Operations Assistant, or similar role. • Strong marketing coordination experience (email marketing, campaign scheduling, content planning). • High proficiency with tools similar to (or including): GoHighLevel (or a white-label version), Monday.com, Canva, Calendly Microsoft Teams, Zoom, Excel/Word • Familiarity with AI tools like ChatGPT/Claude for drafting and workflow support • Excellent written communication skills with the ability to draft emails/newsletters in the leader’s voice. • Extremely organized, proactive, and dependable—able to manage multiple priorities without constant oversight. • Comfortable tracking KPIs, maintaining clean systems, and ensuring follow-through to completion. • Professional and discreet (this role includes access to business operations and some personal/lifestyle tasks). • Comfortable communicating via Microsoft Teams (video meetings + direct messaging) and working in a fast-paced environment.

🏖️ 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.