Virtual Assistant

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 Own

Calendar, 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.