Executive & Operations Virtual Assistant

This is a remote position.

Virtual Rockstaris hiring anExecutive & Operations Virtual Assistanton behalf of a US-based health and wellness practice.

The Executive & Operations VA will play a key role in supporting the business owner by managing inbox communications, coordinating schedules and outreach, handling customer support inquiries, and maintaining backend systems. This role is designed to help keep daily operations running smoothly while supporting programs, launches, and community engagemen

About Our Client

Our client is aholistic health and wellness practicethat focuses on restoring, maintaining, and enhancing the body’s natural ability to self-regulate. Their approach blends alternative and integrative wellness methods with personalized care plans to support long-term health and overall well-being.

They value thoughtful communication, organization, and a high level of care for every client interaction. The practice operates in a fast-paced but supportive environment, where attention to detail, follow-through, and empathy are essential.

Responsibilities

Administrative & Executive Support

• Manage the business owner’semail inbox, including organizing, responding, and flagging priority messages.

• Answer subscriber and client questions with oversight, redirecting them to the appropriate resources, programs, or next-step offers.

• Maintain accuratefollow-ups, tracking email conversations and interactions with clients and internal team members.

• Coordinate scheduling and outreach sent via email, text, or Voxer for calls, webinars, podcast recordings, and meetings.

Coordination & Outreach

• Coordinate logistics forpodcast interviews, affiliate connections, and networking follow-ups.

• Assist with organizing and bookingtravel accommodationswhen needed.

• Send outreach and follow-up messages to contacts made at events or through partnerships.

• Coordinate updates and tasks that require review or approval with themarketing team.

Data Entry & Backend Management

• Update and maintaincontact lists and databaseson a monthly basis.

• Manage data transfers and updates withinGo High Level (GHL)and internal systems.

• Track and updatewebinar registrationsfrom Zoom.

• Assist withbackend sales page updatesand system organization.

Customer Service & Community Support

• Provide customer supportMonday–Friday (10:00 AM–2:00 PM), with occasional weekend support during launches or sales.

• Serve as aGo High Level expert, handling platform-related questions.

• Respond to troubleshooting inquiries, including:

  • Membership or course access issues

  • Login and password resets

  • Payment and billing concerns

• Handle order tracking inquiries and provide shipping updates.

• Routecancellation or subscription requeststo the appropriate team member.

Tools & Systems Used

• Go High Level (GHL)

• Zoom

• Email and CRM systems

• Google Workspace

• Communication tools (email, text, Voxer)

Requirements

Proven experience as anExecutive Assistant, Operations VA, or Customer Support VA.

Strongemail management and organizational skills.

Excellent written communication and customer service skills.

Experience supportingonline programs, memberships, or launchesis a strong plus.

Working knowledge ofGo High Level(or willingness to become an expert quickly).

Highly detail-oriented, proactive, and reliable.

Comfortable managing multiple tasks in a fast-paced environment.

Ability to work US business hours and provide occasional weekend support during launches.

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.