Operations & Systems Executive Assistant

Job Description

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Title: CPT-10632 Operations & Systems Executive Assistant

Independent Contractor – Business Support VA / Senior to 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.

We are seeking a proactive, highly organized, and tech-savvy Executive Virtual Assistant to support the Founder of an AI consulting firm.

This role blends executive support, operational coordination, CRM management, SOP documentation, light IT setup, and basic marketing execution. The ideal candidate is detail-oriented, systems-driven, comfortable learning new AI/SaaS tools, and capable of managing workflows independently once defined.

You will serve as the operational backbone of the business, ensuring meetings, systems, CRM, tasks, and internal documentation run smoothly and efficiently.

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:

1. Executive & Calendar Management

   1. Manage a dynamic calendar across multiple time zones
   2. Schedule meetings and coordinate Zoom logistics
   3. Prepare meeting context using CRM notes and previous conversations
   4. Trigger post-meeting workflows (transcription, clean-up, filing, task creation)
   5. Organize follow-ups and maintain meeting documentation systems

2. CRM & Sales Operations Support

   1. Maintain and update CRM records (Katalyst (GoHighLevel)) for sales leads and partners
   2. Track deal stages, next steps, and priority follow-ups
   3. Support CRM implementation and optimization initiatives
   4. Monitor KPIs and maintain organized lead pipelines
   5. Assist with testimonial tracking and press follow-ups

3. Operational & SOP Development

   1. Maintain task boards (Asana or similar platforms)
   2. Track operational priorities such as:

   • CRM implementation

   • SOP build-out

   • Software setup

   • Webinar coordination

   • Pilot program tracking

   1. Document and refine SOPs for:

   • Client onboarding

   • Proposal workflows

   • Billing processes

   • Pre-qualification systems

   • Other repeatable processes

4. Admin & Infrastructure Coordination

   1. Maintain a single source of truth for key company information
   2. Coordinate business address updates and vendor communications
   3. Assist with setup and management of:

   • MS365 / Copilot

   • Google Business Profile

   • Basic cybersecurity protocols (2FA, backups, vendor coordination)

   1. Support light IT coordination with external vendors as needed

5. Light Marketing & Content Support

   1. Update LinkedIn profiles and company pages
   2. Insert intake forms and lead capture links
   3. Manage minor website or form updates
   4. Organize brand assets (logos, templates, brand documents)
   5. Track testimonials
   6. Maintain a content and idea backlog based on notes and research

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:

• Minimum 2+ years supporting a Founder, Executive, or business owner remotely
• Proven experience as a VA, EA, or Operations Coordinator
• Strong proficiency in Google Workspace and Microsoft 365
• Experience managing executive calendars and inboxes
• CRM management experience (required)
• Comfortable learning new SaaS and AI tools quickly
• Experience supporting remote meetings and logistics
• Excellent written English and high attention to detail
• Strong documentation and organizational skills
• PREFERRED (NOT REQUIRED):
  • Experience supporting consultants, agencies, or AI-focused businesses
  • Familiarity with AI tools and automation workflows
  • Experience documenting SOPs and building operational systems
  • Basic knowledge of no-code automation tools
  • Exposure to cybersecurity or SaaS setup coordination
• APPLICATION SOFTWARE KNOWLEDGE / REQUIRED TOOLS
  • Calendar & Meetings: Google Calendar, Zoom
  • CRM: Katalyst (GoHighLevel) (or similar CRM platforms)
  • Task Management: Asana (or similar project management tools)
  • Productivity: Google Workspace, Microsoft 365
  • AI Tools: Notta (or similar transcription tools), AI productivity tools
  • Marketing: LinkedIn, basic website form editors

Work Schedule

• Contracted Hours per Week: 20 - 40 hours/week (Part-Time to Full-Time)
• Scheduled Working Days: Monday through Friday
• Daily Working Time: Flexible; overlap with Canadian business hours required

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: Senior to Advanced Level
• Contracted Hours per Week: 20 - 40 hours/week (Part-Time to Full-Time)
• Daily Working Time: Flexible; overlap with Canadian business hours required
• Scheduled Working Days: Monday-Friday
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English (Fluent)
• ACCENT PREFERENCE: Level A–B (native or near-native accent required)
• 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!