Executive Operations & Events Virtual Assistant

Executive Operations & Events Virtual Assistant
(HubSpot + Outlook + Excel + Executive Coordination)

We are an Australian executive events and business networking company looking for a highly organised, intelligent and proactive Virtual Assistant to support executive operations, attendee coordination and business administration.

This is a fast-moving operations role working closely with senior management across executive events, CRM systems, inbox management, scheduling, attendee communication and operational coordination.

We are NOT looking for a basic VA.

We are looking for someone highly organised, an excellent communicator, detail-oriented, calm under pressure and able to take initiative without needing constant supervision.

This role is ideal for someone who genuinely enjoys operations, organisation, coordination and helping things run smoothly behind the scenes.

Key Responsibilities

• Managing Outlook inboxes and operational communication
• Drafting and replying to professional email s
• Coordinating executive meeting schedules and calendar invites
• Updating and maintaining HubSpot CRM records
• Working within our bespoke event management platform
• Registering attendees for executive events
• Tracking attendee confirmations and responses
• Managing spreadsheets and operational tracking systems
• Preparing attendee lists and mail merge spreadsheets
• CRM cleanup, updates and quality control
• Assisting with event coordination and logistics
• Updating internal systems accurately and consistently
• Supporting executive operations and administrative workflows
• Assisting with LinkedIn campaign preparation and outreach lists
• Working alongside AI tools such as ChatGPT where relevant

Essential Requirements

• Exceptional written and spoken English
• Strong professional communication skills
• Highly organised and detail-oriented
• Strong Excel / Google Sheets skills
• Experience using CRM systems (HubSpot preferred)
• Comfortable managing multiple moving tasks at once
• Able to work independently and take initiative
• Strong problem-solving ability
• Professional and calm under pressure
• Highly responsive and reliable
• Fast learner who can adapt quickly to new systems
• Previous operations, executive assistant or virtual assistant experience

Highly Regarded

• HubSpot experience
• Outlook inbox management
• Calendar coordination experience
• Mail merge experience
• LinkedIn Sales Navigator experience
• Event coordination or scheduling experience
• Experience supporting executives or client-facing teams
• Experience using AI tools such as ChatGPT or Copilot

What We’re Looking For

You must be:

• highly organised
• proactive
• responsive
• trustworthy
• detail-focused
• able to think ahead
• confident communicating professionally
• comfortable working independently
• comfortable in a fast-paced environment
• someone who does not require micromanagement

Hours & Setup

• Remote/WFH role
• Full-time role
• Australian business hours overlap
• Must have reliable internet and a professional work setup

To Apply

Please send:

1. Your resume/CV
2. A short voice recording introducing yourself
3. A short written example of a professional email you have written before
4. Your experience with:

• HubSpot/CRM systems
• Excel/spreadsheets
• inbox/calendar management

IMPORTANT:
Please include the word “Panelist” in the subject line of your application so we know you have read the full job description.