virtual business assistant

Business Operations & Executive Assistant — Remote | U.S. Eastern Time

We are a U.S.-based construction, furniture installation, and millwork company looking for a proactive, highly organized Business Operations & Executive Assistant for long-term remote cooperation.

This is not just a data-entry position.

We are looking for someone who can receive a business task, understand the objective, research the best way to accomplish it, use AI and online tools effectively, and deliver a completed result with minimal supervision.

Key Responsibilities

Recruiting & Hiring Support

• Create, post, and manage job listings on platforms such as Indeed, Craigslist, Upwork, Facebook Groups, and other relevant websites.
• Help recruit call-center representatives, salespeople, furniture/millwork installers, subcontractors, and other positions.
• Research the best platforms and groups for each position.
• Organize applicants and maintain candidate databases.
• Conduct initial communication with candidates and schedule interviews.
• Track candidates and follow up when necessary.

Lead Generation & Database Building

• Research and build targeted databases of:

• General Contractors (GCs)
• Interior Designers
• Architects
• Developers
• Builders
• Property managers
• Furniture and millwork companies
• Potential commercial partners and customers
• Find decision-makers, company information, email addresses, phone numbers, websites, and other relevant contact information.
• Organize and maintain clean databases in Excel, Google Sheets, or CRM systems.
• Verify and update existing databases.

Email Outreach & Follow-Up

• Prepare and send email campaigns to existing and newly created databases.
• Personalize outreach when necessary.
• Track responses.
• Maintain follow-up schedules.
• Keep CRM/database information updated.
• Prepare simple reports showing outreach activity and results.

Local Business & Vendor Research

• Research local companies, contractors, suppliers, warehouses, storage facilities, logistics providers, and other business services throughout the United States.
• Compare options, pricing, locations, services, and conditions.
• Contact companies by phone or email to obtain information and negotiate operational details when required.

Phone Communication

• Make professional business calls in English.
• Contact contractors, suppliers, warehouses, candidates, service providers, and potential partners.
• Ask questions, obtain information, schedule appointments, and coordinate arrangements.
• This position does not require negotiating prices or closing sales unless specifically requested.
• The assistant must be comfortable representing our company professionally on the phone.

Administrative & Operations Support

• Create and send invoices.
• Prepare estimates, proposals, reports, and business documents.
• Create professional PowerPoint and PDF presentations.
• Work with Word, Excel, Google Docs, Google Sheets, and Google Drive.
• Organize documents, folders, contacts, and company information.
• Maintain task lists and follow up on deadlines.
• Coordinate appointments and meetings when necessary.
• Maintain CRM records and sales/recruiting pipelines.

AI & Automation

We strongly prefer someone who is highly comfortable using modern AI tools.

You should be able to use tools such as ChatGPT and other AI platforms to:

• Conduct research faster.
• Analyze and organize information.
• Draft email s and business documents.
• Create presentations.
• Improve databases and spreadsheets.
• Assist with recruiting.
• Create repeatable workflows.
• Automate routine administrative tasks where possible.

We don't want someone who simply copies and pastes AI-generated answers. You must be able to verify information, think critically, and turn AI output into a usable business result.

Additional Responsibilities May Include

• CRM management and cleanup.
• Tracking leads and follow-ups.
• Preparing weekly activity reports.
• Internet and competitor research.
• Finding new suppliers and subcontractors.
• Coordinating with employees and independent contractors.
• Basic project coordination.
• Calendar and meeting coordination.
• Organizing company files and documentation.
• Creating simple SOPs/checklists for recurring processes.
• Researching new software and AI tools that can improve company operations.

Requirements

• Excellent spoken and written English.
• Strong phone communication skills are required.
• Previous experience as a Business Assistant, Executive Assistant, Operations Assistant, Virtual Assistant, or similar role.
• Strong internet research and lead-generation skills.
• Experience building and maintaining business databases.
• Experience with Excel and Google Sheets.
• Experience with PowerPoint and PDF presentations.
• Comfortable using CRM systems.
• Strong knowledge of AI tools.
• Ability to learn new software quickly.
• Highly organized and detail-oriented.
• Able to manage several different tasks simultaneously.
• Able to work independently without constant supervision.
• Proactive problem-solving mindset.

Time Zone

You must be located in, or able to work comfortably within, approximately the U.S. Eastern Time Zone (ET).

Regular availability during U.S. East Coast business hours is important because some tasks require phone calls to U.S. companies during normal business hours.

What We Are Looking For

We are looking for a long-term business assistant, not someone interested in completing one small project.

The right person will gradually learn our business and become someone we can rely on for research, recruiting, outreach, administrative work, and daily operational tasks.

You should be the type of person who, when given a goal, asks:

“What is the best way to get this done?”

—not someone who needs detailed instructions for every individual step.

TO APPLY

Please include:

1. Your current location and time zone.
2. Your experience as a Business/Executive/Operations Assistant.
3. Your experience with lead generation and database building.
4. Which CRM systems you have used.
5. Which AI tools you use regularly and how you use them.
6. Your experience creating PowerPoint presentations.
7. Whether you are comfortable making professional phone calls to U.S. businesses.
8. Your weekly availability.
9. Your hourly rate.

Important: Please start your application with the words “BUSINESS ASSISTANT” so we know you read the entire job description.

Short Test Question

Please also answer:

If I asked you to find 30 General Contractors in a specific U.S. city that work on high-end residential projects, what steps and tools would you use to find them, identify the right contacts, verify their information, and organize the results?