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.

Virtual Assistant