Job description

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Title: CO-CPT-10165 Executive Operations Assistant

Independent Contractor – Business Support VA/ Senior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

The client is seeking a highly detail-oriented and reliable Executive Operations Assistant to provide cross-department operational support for their Real Producers markets. This role functions as a centralized operations hub for leadership and supports activities across publishing, partner management, events, CRM workflows, and administrative coordination.

The ideal VA excels at following structured SOPs, managing recurring workflows, organizing data in a CRM, coordinating with multiple internal stakeholders, and maintaining high accuracy in a busy, deadline-driven environment. This role requires strong ownership, organization, and attention to detail. communication, and follow-through.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Operational Workflow Support

Execute daily, weekly, and monthly recurring workflows in alignment with existing SOPs.
Manage task lists, deadlines, deliverable tracking, and project dependencies across publishing and events.
Assist leadership by organizing operational processes and ensuring nothing is overlooked.

CRM & Database Management (Copper)

Maintain an accurate and organized CRM database.
Update contact records, tags, statuses, and pipelines across both markets.
Enter new partners, prospects, and editorial contacts as directed (including prospects/feature nominees post-agent calls).
Support annual ranking and data collection projects (e.g., Top ³⁰⁰⁄₅₀₀ aggregation into Copper).
Export segmented lists from Copper as needed (events, promos, renewals, etc.).
Update contact information when Google Forms are submitted.

Sales & Lead Generation Support

Send follow-up sequences to prospects.
Track and promptly reach out to Facebook referrals.
Move and update opportunities in the Copper pipeline to reflect the correct stage.
Create and assign follow-up tasks on opportunities.
Maintain and update the monthly scoreboard (add new partners, fill in weekly goals).
Enroll agents/features into appropriate drip sequences when nominated.
Send Hannah a weekly list of prospects recommended in the Facebook group.

Event Operations Support

Assist with event promotion workflows (email sends via Copper, reminder cycles, RSVP and attendance tracking via Eventbrite/Copper).
Send mass event texts via Textedly.
Support coordination of sponsor deliverables and event communications.
Create sponsorship trackers outlining benefits and deliverables.
Maintain tracking of sponsors to ensure they receive all promised benefits.
Create and update sponsorship forms for CRP and BRP annually.
Help prepare event lists, assets, and follow-up uploads (photos, videos).
Upload event recaps to YouTube.
Make necessary changes/updates to Eventbrite pages for each event.

Publication Coordination & Uploads

Manage submission intake (photos, bios, article files).
Prepare content folders and documentation for editorial review.
Upload articles and ensure formatting is correct.
Upload photos for each feature and save them to Google Drive in the correct folders.
Add appropriate bylines for each feature.
Tag features correctly in Copper.
Create social media specs documents for features/spotlights.
Update partner spotlight tracking sheets.
Make annotations during the proof process and ensure all requested changes from N2 are implemented.

Partner / Client Onboarding Support

Assist with onboarding workflows, agreement tracking, deliverable completion, and related updates in the CRM.
Add new clients to appropriate mailing lists (distribution and sneak peek lists).
Update partner information in Copper, including relevant statuses and tags.
Update opportunities in the Copper pipeline when clients convert.
Maintain and update the Master Partner Spotlight tracker.
Update the social media welcome document for new partners.
Follow up consistently on outstanding onboarding deliverables.
Track preferred partner onboarding deliverables.
Review preferred partner lists sent by Maddie each month.
Post updated partner PDF to the Facebook group each month.

Partner / Client Offboarding Support

Assist with offboarding workflows and related updates in the CRM.
Remove clients from distribution and sneak peek mailing lists.
Remove clients from Facebook groups.
Update/change tags and categories in the CRM to reflect offboarding.
Coordinate removal of clients from the preferred partner PDF posted on Facebook (including emailing Maddie as needed).

Promotions & Feature Drip Sequences

Draft the initial monthly email to features once an issue is final to offer extra copies, promos, and raw photos.
Enroll all applicable features into promo-related email drip sequences.

General Administrative & Operations Support

Manage shared drives, filing systems, templates, and documentation.
Support the team with general administrative tasks, research, and file organization.
Send recent publications, event updates, and other content needed to update the website monthly.
Send Colleen a monthly email summarizing upcoming renewals within the next six months.
Troubleshoot and research software/platforms as needed.
Organize lists and spreadsheets; clean up and streamline documents.
Create templates (emails, trackers, forms, etc.) for review and team use.
Identify opportunities to automate processes and implement basic automations.
Research helpful tools and platforms to improve efficiency.
Save all content (event photos, BTS footage, etc.) in the correct Google Drive locations.

Executive Assistance

Organize inboxes, filter communication, flag important messages, and draft basic responses as needed.
Maintain calendars, reminders, and recurring task schedules.
Create or update SOPs, checklists, and internal process documents.
Build out SOPs for all recurring responsibilities within the role, outlining the how-to’s for all key tasks and workflows.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

4+ years of Executive Assistant, Operations Support, or Business Support VA experience.
Strong experience maintaining CRM data (Copper preferred; any CRM acceptable).
Excellent written and verbal English communication (Level A–B).
Strong organizational and multitasking skills with the ability to follow multi-step SOPs precisely.
Experience supporting recurring workflows with tight deadlines.
Tech-savvy and able to learn internal systems and processes quickly.
Experience in events, publishing workflows, or partner support is a plus.
High reliability, accountability, and attention to detail.
Takes initiative and acts without needing prompts or reminders.
Consistently scans for gaps, opportunities, and tasks, taking action before being asked.

Work Schedule

Contracted Hours per Week: 40 Hours
Scheduled Working Days: Monday through Friday
Daily Working Time: 9:00 AM – 5:00 PM EST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

Contractors will operate under a Master Services Agreement and a Statement of Work
This is not an offer of employment; contractors are not employees of 20four7VA or any client
All compensation is processed through 20four7VA according to the terms of the engagement

By submitting your application, you acknowledge that this opportunity is for an independent contractor engagement and not an offer of employment. All applications will be reviewed based on alignment with client needs, qualifications, and availability. If selected, a member of our team will reach out to discuss next steps and potential client matching.

We look forward to reviewing your application and potentially working with you on future client engagements!

Executive Operations Assistant