Job Description
Virtual Assistant (Executive Support / CRM / Operations) – Remote
Executive Support | CRM Management | Operations Coordination
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours (flexible based on client needs)
About the Role
We’re hiring for our client, a growing U.S.-based company, seeking 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 — helping manage priorities, organize communication, maintain systems, and ensure nothing falls through the cracks.
This role is ideal for someone who:
- Is highly organized and proactive
- Communicates clearly and professionally
- Thrives in fast-moving remote environments
- Can manage multiple responsibilities independently
If you enjoy keeping operations organized and supporting teams behind the scenes, this role could be a strong fit.
What You’ll Own
Calendar, Inbox & Administrative Support
- Manage calendars, meetings, and scheduling across multiple time zones
- Organize inboxes, prioritize messages, and flag urgent items
- Draft professional emails, documents, and communication
- Prepare meeting notes and track follow-up items
- Ensure deadlines and priorities stay organized
Data & System Management
Maintain records and databases using:
- Google Sheets
- Microsoft Excel
- HubSpot
- Salesforce
- Other CRM systems
Keep data accurate, updated, and properly organized
Organize files and documentation across:
- Google Drive
- Dropbox
- Microsoft SharePoint
Research & Task Execution
Conduct research on:
- Competitors
- Vendors
- Market trends
- Business insights
Compile findings into organized summaries or presentations
Support ad hoc operational requests and special projects
Client, Vendor & Communication Support
- Respond to client inquiries or route communication appropriately
- Follow up with vendors and stakeholders on outstanding items
- Ensure communication remains timely, organized, and professional
- Help maintain positive client and vendor relationships
Operations & Project Support
Assist with:
- Invoicing
- Expense tracking
- Light bookkeeping (if required)
Maintain project trackers using:
- Asana
- Trello
- Notion
- Monday.com
Keep workflows and operational systems updated and organized
What Makes You a Strong Fit
- You are highly organized and detail-oriented
- You take initiative without constant direction
- You communicate clearly and professionally
- You can manage multiple tasks without losing track
- You are reliable, proactive, and consistent with follow-through
- You enjoy supporting operations and improving organization
Required Experience & Skills
1–2 years of experience in:
- Virtual Assistant roles
- Administrative support
- Operations coordination
- Executive support
Strong proficiency with:
- Microsoft Office
- Google Workspace
Excellent written and verbal English communication skills
Strong time management and organizational abilities
Ability to work independently in remote environments
Reliable internet connection and professional remote setup
Nice to Have (Top Candidates)
Experience with CRMs such as:
- HubSpot
- Salesforce
- Zoho
Familiarity with:
- QuickBooks
- Xero
Experience supporting:
- Founders
- Startups
- Remote teams
Experience managing multiple clients or executives simultaneously
What a Typical Day Looks Like
- Manage calendars and inboxes while prioritizing urgent tasks
- Update CRM records and organize operational documents
- Prepare reports, summaries, and presentations
- Conduct research for ongoing projects
- Follow up with vendors, clients, and stakeholders
- Review outstanding tasks and prepare next-day priorities
In short: you ensure operations run smoothly, communication stays organized, and nothing slips through the cracks.
Key Metrics (KPIs)
- Tasks completed accurately and on time
- Zero missed meetings or scheduling conflicts
- Fast, professional communication response times
- Organized and up-to-date records and systems
- 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
Strong exposure to startup and operational environments
Apply Now
If you are highly organized, proactive, detail-oriented, and reliable with follow-through, this role offers an opportunity to become a critical operational partner within a growing remote team.
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