Professional Executive Assistant | C-Level Support |Rockstart Marketing VA

From the CEO

Hello future Executive Assistant. I need your help.

I run 2 companies in the US. A behavioral health rehab and a digital marketing agency.

My inbox overflows and my calendar has no space.
Many projects remain unfinished and many more need to start.
Relationships need to be built and nurtured.
Vendors need to be sourced and vetted.
Marketing campaigns need to be managed, and executed.
Documents need formatting and signatures.
My teams need more time fro ---------- than I have.

This is not a traditional Executive Assistant role.

This is a high-trust, high-impact operator embedded directly alongside the CEO - responsible for driving execution, protecting focus, and ensuring organizational alignment across critical initiatives.

You will operate at the intersection of strategy, operations, and communication, helping translate vision into execution across multiple organizations.

The right candidate is proactive, disciplined, detail-oriented, and accountable. You anticipate needs, close gaps, and hold a high standard for how work gets done.

Core Responsibilities

Executive Operations

* Own and optimize CEO calendar, priorities, and time allocation
* Manage and triage email communications with precision and discretion
* Ensure CEO is prepared for all meetings, decisions, and commitments

Project Management & Execution

* Drive key initiatives forward through structured tracking and follow-up
* Build and maintain task management systems across departments
* Ensure deadlines are met and accountability is enforced

Organizational Alignment

* Interface with department leaders to track performance and priorities
* Support visibility into staff performance and follow-through on leadership directives
* Identify breakdowns in execution and proactively resolve them

Leadership Leverage & Decision Support

* Prepare briefs, summaries, and decision frameworks for CEO review
* Synthesize complex information into clear, actionable insights
* Act as a gatekeeper to ensure CEO focus is reserved for highest-impact decisions

Internal Communications

* Draft and coordinate executive-level communications to staff and leadership
* Ensure clarity, consistency, and alignment in internal messaging
* Support meeting agendas, notes, and follow-ups across leadership team

Vendor & Contract Coordination

* Assist in managing vendor relationships, contracts, and communications
* Track deliverables, obligations, and performance expectations

Public Relations & Marketing Support

* Coordinate external communications, partnerships, and brand initiatives
* Support marketing efforts through organization and execution alignment

Community & External Relations

* Help manage relationships with community partners, agencies, and stakeholders
* Support outreach, events, and strategic relationship development

Systems & Process Optimization

* Identify inefficiencies across workflows and implement scalable solutions
* Standardize processes, reporting, and communication structures
* Support implementation and optimization of internal systems (CRM, tracking tools, reporting dashboards)

Special Projects & Strategic Initiatives

* Take ownership of high-priority, cross-functional projects as directed by the CEO
* Operate as a flexible problem-solver across operations, staffing, and growth initiatives

What Success Looks Like

* The CEO operates with clarity, focus, and leverage
* Projects move forward without friction or delay
* Leadership team is aligned and accountable
* Communication—internal and external—is sharp and controlled
* Nothing important falls through the cracks

Core Qualities

* Extreme Ownership – Takes responsibility for outcomes, not tasks
* Attention to Detail – Catches what others miss
* Responsiveness – Moves quickly and communicates clearly
* Operational Discipline – Brings structure where there is ambiguity
* Excellent Communication – Written and verbal, clear and professional
* Humility – Team-first mindset, no ego
* Diligence – Consistent, reliable, and thorough under pressure

Qualifications

** Strong Written & Verbal English communication skills
** Proven experience supporting a CEO, founder, or senior executive
** Strong project management and organizational capability
** Proficient in managing financial, legal, and marketing documents.
** High proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint)
* Ability to manage multiple priorities in a fast-paced environment
* Strong judgment and discretion with sensitive information
* Experience in digital marketing or behavioral health is a plus

Compensation & Structure

* Salaried Position: Fixed monthly compensation DOE.
* Schedule: Monday–Friday, 9:00 AM – 5:00 PM Pacific Standard Time.

Communication Expectations

* Daily, Weekly, Monthly Reports
* Phone Calls
* Video Conferencing

Opportunity for Growth

* I employ 19 full-time workers in the Philippines and many have been with me for over 10 years.
* This represents a long-term stable employment opportunity with opportunity for growth and increase compensation.

TO APPLY / IMPORTANT

** Create a NEW/custom video recording or loom introducing yourself and explaining why you're the perfect candidate.
** Submit a short cover letter highlighting relevant experience.
** Include 1 fun or interesting fact about yourself.

I look forward to receiving your application.