Job Description
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:
- Familiarity with:
- 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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