Executive Assistant & Compliance Coordinator - Virtual Assistant

This is a remote position.

Job Description

Virtual Rockstar is hiring a full-time Executive Assistant & Compliance Coordinator - Virtual Assistant on 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 Client

Our 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:

Inclusivity

Adaptability

Credibility

Accountability

Lifelong Learning

Collaboration

Joy

Key Responsibilities

Administrative & Executive Support

Track action items and follow-ups from leadership and staff meetings

Prepare meeting agendas and distribute notes

Maintain document organization and version control on SharePoint

Research topics and compile summary reports as assigned

Draft routine communications from templates

Manage email inbox triage and calendar scheduling for leadership (Phase 2)

Maintain and reformat the SOP and training library on SharePoint

HR & Payroll Administration

Verify productive hours against payroll tracking and flag discrepancies

Launch annual review forms in Paylocity on schedule

Prepare HR documents from templates and maintain organized digital filing

Set up new employees in Practice Pro per onboarding checklist

Monitor Paylocity workflows and run audits to ensure records stay accurate

Compile staff survey results for leadership review

Compliance & Credentialing Support

Run OIG exclusion checks on schedule and file documentation

Maintain a compliance calendar, sending reminders and tracking completion

Conduct quarterly IT system checks using established workflows

Manage CAQH profile maintenance and attestations for clinicians

Monitor licensure and credentialing renewal dates with a tracker and reminders

Run weekly missing documentation and charges reports and notify staff

Operations, Marketing & Patient Experience

Pull and format weekly reports in Excel for leadership review

Coordinate vendor calls and track equipment/facilities issues

Create Canva content for marketing and internal communications

Draft staff newsletters and submit website updates to the marketing team

Maintain patient nurture email sequences and compile satisfaction survey results

Track referral source data and developmental screening submissions

Tools & Systems

Practice Pro (EMR)

Paylocity (HR/Payroll)

Microsoft 365 (Outlook, SharePoint, Teams, OneDrive)

CAQH

Canva

Zoom & Fathom

JAMF Pro / Apple Business Manager (training provided)

Practice Promotions / "Basecamp" (training provided)

Requirements

Strong executive or administrative assistant background, ideally in healthcare or a similarly regulated industry

Extremely detail-oriented — comfortable double-checking work where errors carry real consequences

Excellent written English communication skills — will draft communications on the practice's behalf

Proactive and reliable — takes ownership without needing constant direction

Tech-savvy and comfortable learning new platforms quickly

Experience with Practice Pro, Paylocity, Canva, or GoHighLevel is a strong advantage

Comfortable handling HIPAA-adjacent and sensitive HR/financial information with discretion

Available and responsive during Eastern Time business hours via Zoom and email

Non-Negotiables

Extreme attention to detail — errors in payroll, credentialing, or compliance have real consequences

Strong written English communication — must represent the organization professionally

Proactive, reliable, and dedicated — a true self-starter who follows through without prompting

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