Virtual Assistant (Executive Support, CRM & Operations)

Role Overview

This remote Virtual Assistant will help keep a growing business’s daily operations on track by supporting executives, maintaining customer records, coordinating with clients and vendors, and following through on project tasks. The work combines administrative support with CRM upkeep, research, and basic financial tracking, giving the team reliable help with the details that keep priorities moving.

Key Responsibilities

• Coordinate calendars, appointments, and meetings across time zones, and prepare agendas or materials when needed.
• Draft business correspondence and documents, record meeting decisions, and send clear follow-up messages.
• Keep CRM data accurate and current, including contact details, interaction notes, and next steps.
• Maintain spreadsheets, operational trackers, shared files, and digital records so information is easy to find.
• Research competitors, suppliers, and market topics, then present findings in concise summaries or slides.
• Respond to customer requests and liaise with vendors to resolve questions and monitor outstanding work.
• Assist with invoices, expense records, and routine bookkeeping tasks as required.
• Update project management systems, track assigned actions, and report progress or delays to the appropriate people.

Requirements & Qualifications

• One to two years of experience in virtual assistance, administrative support, or business operations.
• Strong organisation, accuracy, and follow-through, with the ability to balance competing tasks and deadlines.
• Clear written and spoken communication skills suitable for professional client and executive interactions.
• Working proficiency with Microsoft Office and Google Workspace, including documents, spreadsheets, email, and calendars.
• Ability to work remotely during U.S. client business hours, with a dependable internet connection and appropriate work setup.
• Experience with HubSpot, Salesforce, or Zoho CRM is an advantage.
• Familiarity with QuickBooks or Xero, and project tools such as Trello, Asana, Notion, or Monday.com, is beneficial.
• Background supporting founders, remote teams, multiple clients, or senior executives is helpful. A degree or diploma in business administration, management, or a related area is estimated but not confirmed.