Executive Virtual Assistant - Marketing & Operations Support

3 hours, 8 minutes ago
Full-time
Junior
Marketing and Growth
Winning Assistants

Winning Assistants

Winning Assistants specializes in providing HIPAA certified virtual assistants to healthcare professionals, enabling them to efficiently manage administrative tasks such as medical billing, coding, and patient communications, thereby allowing clients t...

Health Care Providers & Services

Description

  • Coordinate with a third-party marketing agency and internal team on digital initiatives.
  • Schedule content and organize marketing assets for email and social media.
  • Maintain CRM records with updated lead and contact information.
  • Track and report outreach, lead generation progress, and campaign follow-ups.
  • Manage executive calendars, appointments, meetings, and schedule conflicts.
  • Prepare meeting agendas, take notes, and document follow-up action items.
  • Monitor inboxes, draft professional emails and internal memos, and coordinate with team members, vendors, and referral sources.
  • Review and reconcile transactions in QuickBooks Online, assist with expense categorization, and support monthly financial overviews.
  • Generate and review invoices, track payments, monitor aging reports, and follow up on outstanding items.
  • Support bi-weekly payroll review and submissions, cross-check schedules, time logs, and billing records, and maintain payroll records.

Requirements

  • 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.
  • Strong English communication skills, both spoken and written.
  • Highly organized, detail-oriented, and able to multitask effectively.
  • Proficiency with Google Workspace, including Docs, Sheets, Calendar, and Drive.
  • Familiarity with CRM platforms such as Zoho, email marketing tools, and QuickBooks.
  • Ability to handle confidential information with discretion and professionalism.
  • Experience with ClearCare/WellSky or other home care scheduling/EMR systems is preferred.
  • Certified QuickBooks ProAdvisor or similar bookkeeping certification is a plus.
  • Must be able to submit an NBI clearance and/or Local Police Clearance before onboarding.
  • Must be available for video meetings with camera on when needed.
  • Must have a reliable laptop or desktop computer, high-speed internet of at least 10 Mbps, a noise-canceling headset, a webcam, and a quiet professional workspace.

Benefits

  • Dedicated HR and contractor support for questions, guidance, contract matters, and client communication.
  • Optional premium VPN access for added privacy and security.
  • HIPAA and cybersecurity training plus certification provided.
  • Access to proprietary top VA performance training on communication, productivity, and client management.
  • Client-approved U.S. holidays off, depending on client needs and schedule.
  • Client-approved paid or unpaid time off may be available.
  • Access to templates, workflow guides, productivity tools, and client-specific SOP support.
  • Optional performance-based incentives, bonuses, or increased hours may be available through client approval.

Interested in this position?

Apply directly on the company website

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