Executive Operations & Events Virtual Assistant

Executive Operations & Events Virtual Assistant - (HubSpot + CRM + Excel + Inbox Management)

We are looking for a highly organised, proactive and detail-oriented Virtual Assistant to support a fast-paced executive events and business networking company based in Australia.

This role will work closely with senior management and assist across event operations, CRM management, inbox coordination, attendee communication, scheduling and administrative support.

This is not a basic admin role. We are looking for someone intelligent, switched on, highly organised and able to take initiative without needing constant direction.

The ideal person is comfortable working across multiple systems, handling communication professionally and keeping operations organised behind the scenes in a fast-moving environment.

Key Responsibilities

• Managing and assisting with Outlook inboxes
• Drafting and responding to email s professionally
• Updating and maintaining HubSpot CRM
• Working within our bespoke event platform/CRM
• Registering attendees for executive events
• Sending attendee confirmations and follow ups
• Sending calendar invites and meeting confirmations
• Coordinating sponsor and attendee meeting schedules
• Preparing attendee lists and spreadsheets
• Downloading registration lists from CRM systems and maintaining accurate tracking spreadsheets
• Creating and formatting Excel spreadsheets for mail merges and attendee communications
• Preparing lists for LinkedIn campaigns and outreach
• CRM data entry, cleanup and quality control
• Tracking attendee responses and event status updates
• Assisting with executive event logistics and coordination
• Supporting general administrative and operational tasks
• Following SOPs and helping improve internal processes
• Working alongside AI tools and automation systems where relevant

Essential Skills & Experience

• Fluent written and spoken English
• Strong Excel skills are essential
• Highly proficient in spreadsheets, formatting, tracking and data organisation
• Previous Virtual Assistant, Executive Assistant or Operations support experience
• Experience using HubSpot CRM preferred
• Strong attention to detail
• Highly organised and process driven
• Comfortable managing multiple priorities at once
• Confident using Outlook, Excel/Google Sheets and online systems
• Fast learner with good problem-solving ability
• Professional communication style
• Able to work independently and take initiative
• Strong work ethic and self-motivated
• Experience supporting events, sales teams or client-facing businesses is highly regarded

Bonus Skills

• LinkedIn Sales Navigator or LinkedIn campaign experience
• Experience with mail merge tools
• Experience with event management platforms
• Familiarity with AI tools such as ChatGPT, Copilot or automation platforms

What We’re Looking For

We are looking for someone reliable, proactive and long term who can become an important part of the team.

You must be:

• highly responsive
• organised
• detail focused
• trustworthy
• proactive
• able to think ahead
• able to work independently
• comfortable in a fast-moving environment
• someone who does not require micromanagement

Hours & Setup

• Starting part-time with opportunity to grow
• Remote/WFH role
• Must have reliable internet and good audio setup
• Australian business hours overlap preferred

To Apply

Please include:

1. Your resume/CV
2. A short voice recording introducing yourself
3. Your experience with CRMs, Excel and inbox management
4. Examples of administrative or operations support you’ve handled before
5. Your hourly rate and availability

We are looking for someone who genuinely enjoys organising, supporting operations and helping things run smoothly behind the scenes.