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Full job description

Virtual Assistant (Executive Support / CRM / Operations) – Remote

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours (flexible based on client needs)

About the Role

We’re hiring a Virtual Assistant (VA) to support daily operations, communication, and execution across multiple business functions.

This is not a passive admin role.
You’ll act as a reliable execution partner, ensuring tasks are completed on time, communication stays organized, and nothing falls through the cracks.

If you’re highly organized, proactive, and comfortable handling multiple responsibilities — this role fits you well.

What You’ll OwnCalendar, Inbox & Admin Management (Core)
  • Manage calendars, schedule meetings, and coordinate across time zones
  • Organize inboxes, respond to emails, and flag priorities
  • Draft professional communication (emails, memos, documents)
  • Prepare meeting notes and track follow-ups

Data & System Management
  • Maintain records in:
    • Google Sheets
    • Microsoft Excel
    • CRMs like HubSpot / Salesforce
  • Keep data accurate, updated, and well-structured
  • Organize files across:
    • Google Drive
    • Dropbox
    • Microsoft SharePoint

Research & Task Execution
  • Conduct research on:
    • Competitors
    • Vendors
    • Market insights
  • Compile findings into structured summaries or presentations
  • Support ad hoc requests and small projects

Client, Vendor & Communication Support
  • Respond to client inquiries or route them appropriately
  • Follow up with vendors and track outstanding items
  • Ensure clear, timely communication across stakeholders

Operations & Project Support
  • Assist with:
    • Invoicing and expense tracking
    • Light bookkeeping (if required)
  • Maintain project trackers in:
    • Asana
    • Trello
    • Notion
    • Monday.com
  • Keep workflows organized and updated

What Makes You a Strong Fit
  • You are highly organized and detail-oriented
  • You take initiative without being asked
  • You communicate clearly and professionally
  • You can manage multiple tasks without losing track
  • You are reliable and follow through consistently

Required Experience & Skills
  • 1–2 years of Virtual Assistant, admin, or operations support experience
  • Strong proficiency in:
    • Microsoft Office / Google Workspace
  • Excellent written and verbal communication skills
  • Strong time management and organizational ability
  • Reliable internet and ability to work independently

Nice to Have (Top Candidates)
  • Experience with CRMs:
    • HubSpot / Salesforce / Zoho
  • Familiarity with:
    • QuickBooks
    • Xero
  • Experience supporting:
    • Founders
    • Startups
    • Remote teams
  • Handling multiple clients or executives simultaneously

What a Typical Day Looks Like
  • Manage calendar and inbox, prioritizing urgent tasks
  • Update CRM records and organize documents
  • Prepare reports, documents, or presentations
  • Conduct research for ongoing projects
  • Follow up with vendors and stakeholders
  • Review tasks and prepare next-day priorities

In short:
You ensure operations run smoothly and nothing slips through the cracks.

Key Metrics (KPIs)
  • Tasks completed accurately and on time
  • Zero missed meetings or scheduling errors
  • Fast and professional communication response times
  • Organized and up-to-date records
  • Positive feedback from clients and stakeholders

Why This Role Stands Out
  • High ownership and autonomy
  • Exposure to multiple business functions
  • Opportunity to grow into:
    • Operations Manager
    • Executive Assistant
    • Project Coordinator

Apply Now

If you:

  • Are highly organized
  • Take ownership of tasks
  • Communicate clearly and reliably

This role is a strong fit.

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