Virtual Assistant

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

Executive Support | CRM Management | Operations Coordination

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

About the Role

We’re hiring for our client, a growing U.S.-based company, seeking 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 — helping manage priorities, organize communication, maintain systems, and ensure nothing falls through the cracks.

This role is ideal for someone who:

• Is highly organized and proactive
• Communicates clearly and professionally
• Thrives in fast-moving remote environments
• Can manage multiple responsibilities independently

If you enjoy keeping operations organized and supporting teams behind the scenes, this role could be a strong fit.

What You’ll Own

Calendar, Inbox & Administrative Support

• Manage calendars, meetings, and scheduling across multiple time zones
• Organize inboxes, prioritize messages, and flag urgent items
• Draft professional emails, documents, and communication
• Prepare meeting notes and track follow-up items
• Ensure deadlines and priorities stay organized

Data & System Management

• Maintain records and databases using:
• Google Sheets
• Microsoft Excel
• HubSpot
• Salesforce
• Other CRM systems
• Keep data accurate, updated, and properly organized
• Organize files and documentation across:
• Google Drive
• Dropbox
• Microsoft SharePoint

Research & Task Execution

• Conduct research on:
• Competitors
• Vendors
• Market trends
• Business insights
• Compile findings into organized summaries or presentations
• Support ad hoc operational requests and special projects

Client, Vendor & Communication Support

• Respond to client inquiries or route communication appropriately
• Follow up with vendors and stakeholders on outstanding items
• Ensure communication remains timely, organized, and professional
• Help maintain positive client and vendor relationships

Operations & Project Support

• Assist with:
• Invoicing
• Expense tracking
• Light bookkeeping (if required)
• Maintain project trackers using:
• Asana
• Trello
• Notion
• Monday.com
• Keep workflows and operational systems updated and organized

What Makes You a Strong Fit

• You are highly organized and detail-oriented
• You take initiative without constant direction
• You communicate clearly and professionally
• You can manage multiple tasks without losing track
• You are reliable, proactive, and consistent with follow-through
• You enjoy supporting operations and improving organization

Required Experience & Skills

• 1–2 years of experience in:
• Virtual Assistant roles
• Administrative support
• Operations coordination
• Executive support
• Strong proficiency with:
• Microsoft Office
• Google Workspace
• Excellent written and verbal English communication skills
• Strong time management and organizational abilities
• Ability to work independently in remote environments
• Reliable internet connection and professional remote setup

Nice to Have (Top Candidates)

• Experience with CRMs such as:
• HubSpot
• Salesforce
• Zoho
• Familiarity with:
• QuickBooks
• Xero
• Experience supporting:
• Founders
• Startups
• Remote teams
• Experience managing multiple clients or executives simultaneously

What a Typical Day Looks Like

• Manage calendars and inboxes while prioritizing urgent tasks
• Update CRM records and organize operational documents
• Prepare reports, summaries, and presentations
• Conduct research for ongoing projects
• Follow up with vendors, clients, and stakeholders
• Review outstanding tasks and prepare next-day priorities

In short: you ensure operations run smoothly, communication stays organized, and nothing slips through the cracks.

Key Metrics (KPIs)

• Tasks completed accurately and on time
• Zero missed meetings or scheduling conflicts
• Fast, professional communication response times
• Organized and up-to-date records and systems
• 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
• Strong exposure to startup and operational environments

Apply Now

If you are highly organized, proactive, detail-oriented, and reliable with follow-through, this role offers an opportunity to become a critical operational partner within a growing remote team.

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