Virtual Assistant (Executive Support / CRM / Operations)

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.