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.