Executive Virtual Assistant - Marketing & Operations Support

This a Full Remote job, the offer is available from: Philippines

Job Title: Executive Virtual Assistant – Marketing & Operations Support

Position Type: Full-time

Work Hours: 9:00 AM - 5:00 PM Pacific Daylight Time

Work Days: Monday - Friday

Salary: $7 - $8 per hour (depending on experience)

Company Overview

We are a compassionate and fast-growing home health agency focused on delivering quality care to seniors and individuals with unique health needs. As we scale, we are building a strong support team that can handle both digital marketing coordination and high-level executive administration. This position will support both our external digital marketing collaboration and our President’s daily operational needs.

Position Summary

This is a dual-function remote role for a proactive and detail-oriented Virtual Assistant. You will spend approximately 50% of your time supporting our digital sales and marketing efforts (in coordination with a third-party agency) and 50% acting as an Executive Assistant to our President, S. M.

You won’t be running digital campaigns but will help manage schedules, track leads, handle communication, and keep things organized. On the executive side, you'll be critical in managing calendars, handling email correspondence, assisting with financial tasks, and keeping operations smooth and efficient.

Key Responsibilities

Digital Sales & Marketing Support (≈50% of the role)

• Coordinate with third-party marketing agency and internal team on digital initiatives.
• Help schedule content and organize marketing assets (email, social media, etc.).
• Maintain CRM platforms with updated lead and contact details.
• Track and report outreach and lead generation progress.
• Assist with campaign documentation and communication follow-ups.

Executive Assistant Responsibilities (≈50% of the role)

Administrative & Calendar Management

• Coordinate executive schedules, appointments, and meetings (internal & external).
• Prioritize urgent matters, handle schedule conflicts, and send timely reminders.
• Prepare meeting agendas, take notes, and document follow-up action items.

Email & Communication Support

• Monitor and organize inboxes; flag and respond to time-sensitive messages.
• Draft, format, and send professional emails and internal memos.
• Coordinate with team members, vendors, and referral sources.

QuickBooks & Financial Support

• Review and reconcile transactions in QuickBooks Online.
• Assist in expense categorization and monthly financial overviews.
• Generate and review invoices for private pay and third-party payers.
• Track payments, monitor aging reports, and follow up as needed.

Payroll & Billing Processing

• Support bi-weekly payroll review and submissions via platforms like Rippling.
• Cross-check caregiver schedules, time logs, and billing records.
• Maintain payroll records, including deposits, tax data, and benefit deductions.

Requirements

Education & Experience

• An associate’s or Bachelor’s degree preferred.
• 1–3 years of experience in virtual assistance, admin coordination, or executive support.
• Experience supporting a CEO, COO, or Director-level executive is highly desirable.
  

Skills & Competencies

• Strong English communication skills (spoken and written).
• Highly organized, detail-focused, and excellent at multitasking.
• Proficient in Google Workspace (Docs, Sheets, Calendar, Drive).
• Familiarity with CRM platforms (e.g., Zoho), email marketing tools, and QuickBooks.
• Ability to handle confidential information with discretion and professionalism.

Preferred Traits & Tools

• Experience with ClearCare/WellSky or other home care scheduling/EMR systems.
• Certified QuickBooks ProAdvisor or similar bookkeeping certification (a plus).
• A fast learner with strong tech adaptability.
• Comfortable working independently and proactively managing tasks remotely.

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.