Executive Assistant & Compliance Coordinator - Virtual Assistant

This is a remote position.Job DescriptionVirtual Rockstar is hiring a full-timeExecutive Assistant & Compliance Coordinator-Virtual Assistanton 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.About Our ClientOur client is Skills on the Hill (SOTH), a pediatric occupational therapy, physical therapy, and speech-language pathology practice with clinic locations in Washington D.C. and Arlington, Virginia, plus school-based contracts across the DMV area. Founded in 2003, their mission is to empower children and families to climb to their fullest potential.Their culture is built on the values of:InclusivityAdaptabilityCredibilityAccountabilityLifelong LearningCollaborationJoyKey ResponsibilitiesAdministrative & Executive SupportTrack action items and follow-ups from leadership and staff meetingsPrepare meeting agendas and distribute notesMaintain document organization and version control on SharePointResearch topics and compile summary reports as assignedDraft routine communications from templatesManage email inbox triage and calendar scheduling for leadership (Phase 2)Maintain and reformat the SOP and training library on SharePointHR & Payroll AdministrationVerify productive hours against payroll tracking and flag discrepanciesLaunch annual review forms in Paylocity on schedulePrepare HR documents from templates and maintain organized digital filingSet up new employees in Practice Pro per onboarding checklistMonitor Paylocity workflows and run audits to ensure records stay accurateCompile staff survey results for leadership reviewCompliance & Credentialing SupportRun OIG exclusion checks on schedule and file documentationMaintain a compliance calendar, sending reminders and tracking completionConduct quarterly IT system checks using established workflowsManage CAQH profile maintenance and attestations for cliniciansMonitor licensure and credentialing renewal dates with a tracker and remindersRun weekly missing documentation and charges reports and notify staffOperations, Marketing & Patient ExperiencePull and format weekly reports in Excel for leadership reviewCoordinate vendor calls and track equipment/facilities issuesCreate Canva content for marketing and internal communicationsDraft staff newsletters and submit website updates to the marketing teamMaintain patient nurture email sequences and compile satisfaction survey resultsTrack referral source data and developmental screening submissionsTools & SystemsPractice Pro (EMR)Paylocity (HR/Payroll)Microsoft 365 (Outlook, SharePoint, Teams, OneDrive)CAQHCanvaZoom & FathomJAMF Pro / Apple Business Manager (training provided)Practice Promotions / "Basecamp" (training provided) RequirementsStrong executive or administrative assistant background, ideally in healthcare or a similarly regulated industryExtremely detail-oriented — comfortable double-checking work where errors carry real consequencesExcellent written English communication skills — will draft communications on the practice's behalfProactive and reliable — takes ownership without needing constant directionTech-savvy and comfortable learning new platforms quicklyExperience with Practice Pro, Paylocity, Canva, or GoHighLevel is a strong advantageComfortable handling HIPAA-adjacent and sensitive HR/financial information with discretionAvailable and responsive during Eastern Time business hours via Zoom and emailNon-NegotiablesExtreme attention to detail — errors in payroll, credentialing, or compliance have real consequencesStrong written English communication — must represent the organization professionallyProactive, reliable, and dedicated — a true self-starter who follows through without prompting BenefitsCompetitive 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 Originally posted on Himalayas