Hubspot Specialist & Marketing Assistant

The Role:
This is a full-time remote position for a HubSpot Specialist and Virtual Assistant who will become the go-to person for everything that happens inside our HubSpot portal. You will own the CRM, keep our data clean, build and manage marketing activity, support our outbound sales team, and handle admin and operational tasks across the business.
This is not a support role. We want someone who takes ownership, spots problems before being asked, and treats HubSpot as their domain.

Key Responsibilities

HubSpot Management:

• Own the HubSpot portal day to day, including contacts, companies, deals, and pipelines
• Add and enrich new leads from ---------- and other prospecting sources
• Keep contact and company records accurate, complete, and up to date
• Build and maintain workflows, sequences, and automation
• Set up and manage email templates and outbound sequences for our appointment setters
• Monitor deal stages and flag anything that looks stale or off-track
• Build reports and dashboards to give the team visibility on call activity, email engagement, and pipeline health
• Manage inbox rotation and mailbox settings to protect deliverability
• Troubleshoot issues inside HubSpot and escalate technical problems where needed

Marketing Support:

• Coordinate and schedule marketing email s and campaigns through HubSpot
• Manage event and workshop registration pages and follow-up sequences
• Help write and edit email copy for outbound and marketing campaigns
• Assist with social media scheduling and basic content coordination
• Track campaign performance and report on open rates, click rates, and conversions

Admin and Operations Support:

• Manage calendars, meeting scheduling, and appointment confirmations
• Send confirmation email s and SMS touchpoints to contacts ahead of meetings
• Handle general inbox management and draft correspondence as needed
• Prepare documents, reports, and summaries for the leadership team
• Support the operations manager with day-to-day administrative tasks
• Maintain process documentation for key workflows

What We Are Looking For

Must-Haves:

• Solid, hands-on HubSpot experience. You know your way around the platform without needing to Google the basics.
• Experience with CRM data management, list building, and contact enrichment
• Strong written English. You will be writing email s and comms that go out under our brand.
• Organised and detail-oriented. Messy data and missed steps frustrate you.
• Comfortable working independently in a remote role with a small team in a different time zone
• Reliable internet connection and a quiet, professional working environment

Nice to Have:

• Experience with ---------- or similar prospecting and enrichment tools
• Familiarity with outbound sales processes and appointment-setting workflows
• Basic graphic design or Canva skills for marketing support
• Experience supporting a professional services, consulting, or training business
• HubSpot certifications (any level)

What Success Looks Like

In your first 90 days, success means:

• You have a clear picture of our HubSpot setup and have identified anything that needs fixing
• Our contact and deal data is clean and up to date
• Our appointment setters have what they need in HubSpot and are not coming to you for the same things twice
• You have built or improved at least one workflow or automation that saves the team time
• You are proactively flagging issues and suggesting improvements, not just waiting to be told what to do

Working Hours:
This role is full-time, Monday to Friday. Core overlap hours with the Brisbane (AEST) team are required, typically mid-morning to mid-afternoon Australian Eastern time. Exact hours are flexible and can be agreed upon with the right candidate.

How to Apply

Please apply with the following:

• Your CV or resume
• A short video (1 - 3 minutes) telling us specifically how you have used HubSpot in a previous role and why you're the best fit for this role