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.
