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 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.