Virtual front desk receptionist - virtual assistant

This is a remote position.

Rockstar is seeking a highly professional, personable, and adaptable Virtual Front Desk Receptionist to serve as the first point of contact for a well-established private equity firm headquartered in Texas. In this role, you will be responsible for delivering a warm, polished, and professional first impression to clients, investors, guests, and vendors — all while working remotely.

This position requires someone who can blend hospitality with efficiency, ensuring that every interaction reflects the organization’s high standards, collaborative culture, and commitment to excellence.

Key Responsibilities

Virtual Guest Management:

• Greet guests, clients, and vendors via Virtual Front Desk software (using NEAT equipment) and provide directions or instructions as needed.
• Remotely open doors and coordinate building access.
• Manage incoming deliveries and coordinate with vendors.

Scheduling & Coordination:

• Book, confirm, and manage internal and external meetings.
• Update calendars for schedule changes or cancellations.
• Reserve and confirm meeting rooms.

Administrative Support:

• Prepare travel arrangements and detailed expense reports (Concur).
• Order and track office supplies and catering.
• Arrange courier and shipping services.
• Coordinate repair and maintenance requests.
• Manage vendor relationships and route messages.
• Monitor and respond to general inbox inquiries.

Professional Representation:

• Serve as a consistent, welcoming presence for all visitors and callers.
• Ensure every interaction leaves a positive, lasting impression in line with the firm’s brand.

Requirements

• Prior experience in a client-facing or customer service role (virtual or in-person).
• Strong communication skills (verbal and written) with a warm and professional demeanor.
• Proficiency in:
• Virtual Front Desk software (NEAT equipment)
• Microsoft Outlook, Teams, Zoom, Excel, PowerPoint
• Adobe, DocuSign, SharePoint, Concur (expense management), and Notion
• Highly organized, detail-oriented, and proactive.
• Able to work independently, manage multiple priorities, and respond quickly to requests.
• Expected working hours (Monday-Friday, 8 AM-5 PM CST)
• Must have a high-speed internet connection.
• Quiet professional remote working environment.
• Must be comfortable with a fast-paced, professional environment.
• Must pass a background check and sign a confidentiality agreement.

Ideal Candidate Traits

• Outgoing, approachable, and energetic while maintaining discretion.
• Adept at building rapport quickly with diverse stakeholders.
• Resourceful problem solver who anticipates needs.
• Committed to excellence, integrity, and collaboration.

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.