Executive Assistant & Compliance Coordinator - Virtual Assistant

This is a remote position.

Job Description

Virtual 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 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

Originally posted on Himalayas