Job Description
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Title: Independent Contractor – CPT-10773 Executive Virtual Assistant (CRM & Sales Operations Support)/Business Support/Junior-Senior 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.
We are seeking a highly organized and proactive Executive Virtual Assistant to serve as the right-hand administrative partner to a field sales executive. This role focuses on supporting business development operations by managing CRM data, coordinating follow-ups, conducting market research, and handling administrative tasks so the executive can stay focused on in-person client meetings and revenue generation.
The ideal candidate is detail-oriented, tech-savvy, and comfortable working inside CRM systems while managing multiple administrative tasks efficiently.
This role will start at 20 hours per week, with the potential to increase hours based on performance and business needs.
The goal of this role is to keep the sales executive focused on meeting dealerships and closing business, while the Virtual Assistant handles the administrative, research, and CRM-related tasks that support the sales process.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
CRM Management & Data Organization
- Manage and update contact records within HubSpot CRM
- Clean and validate CRM database entries to ensure data accuracy
- Review leads and verify information through company websites and online sources
- Categorize leads based on predefined qualification tiers
- Maintain organized lead lists and sales tracking information
- converting meeting notes, voice notes, and rough sales notes into clean CRM updates, task lists, and polished follow-up communications.
Sales Administrative Support
- Assist with sending follow-up emails to prospects and clients
- Convert sales notes into professional follow-up communications
- Support the executive with administrative tasks related to client onboarding and documentation
- Respond to routine client emails when appropriate
Market & Lead Research
- Research car dealerships and identify qualified prospects
- Evaluate businesses based on company size, inventory, and operational scale
- Create prioritized prospect lists for the sales executive
- Identify high-value targets based on defined business criteria
- ChatGPT or similar AI tools referenced not only for drafting, but also for research, note summarization, and organization.
Route & Field Planning Support
- Assist with planning daily sales routes using Badger Maps
- Build optimized visit routes for the executive to maximize field efficiency
- Prepare prospect visit lists for scheduled travel days
- helping the client map and update his daily prospecting routes in Badger Maps based on geography, priority, and efficiency.
Process Improvement & CRM Optimization
- Suggest improvements for CRM organization and workflow efficiency
- Identify opportunities for better tracking, categorization, or automation within the CRM
- Support implementation of simple operational improvements when applicable
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:
- Previous experience as a Virtual Assistant, Executive Assistant, or Administrative Assistant
- Experience working with CRM systems (HubSpot preferred)
- Strong research and data validation skills
- Excellent written English communication skills
- Highly organized with strong attention to detail
- Ability to work independently and manage tasks with minimal supervision
- Comfortable using AI tools such as ChatGPT for drafting communications
Preferred Experience
- Experience supporting sales teams or business development professionals
- Familiarity with HubSpot CRM
- Experience conducting lead qualification and database management
- Familiarity with mapping or route-planning tools (Badger Maps or similar)
APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED:
- HubSpot CRM
- Asana (project management)
- Badger Maps (route planning)
- WhatsApp (communication)
- Email platforms
- AI tools such as ChatGPT or Gemini for drafting communications
COMMUNICATION:
- Primary communication via WhatsApp and email
- Real-time task coordination with the sales executive during field work
Work Schedule
- Contracted Hours per Week: 20 Hours
- Scheduled Working Days: Monday through Friday
- Daily Working Time: 8 AM - 12 NN CST
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
Role Summary & Requirements
- REQUIRED SERVICE: Business Support
- REQUESTED EXPERIENCE TIER LEVEL: Junior-Senior Level
- Contracted Hours per Week: 20 hours/week
- Daily Working Time: 8 AM-12 PM CST
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: None
- LANGUAGES SPOKEN/PREFERENCE: English
- ACCENT PREFERENCE: Neutral
- REGION PREFERENCES: Any
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
