Virtual Assistant

About Email Maven

Email Maven is a boutique email marketing agency serving associations and nonprofits across the United States. We help communications and marketing teams improve their email strategy, deliverability, and member engagement. Our clients are mid-to-large associations — professional societies, trade groups, and member organizations.
This is a small, focused agency led by the founder. You will work directly with me and have real visibility into client work, marketing, and business growth from day one.

About This Role
I am a solopreneur running a growing boutique agency. My 3 person team is dedicated entirely to client work, which means I need a highly capable virtual assistant to support me directly across sales, marketing, and operations.
Your primary focus is managing my inbox and sales support. I attend conferences, speak at events, and generate leads — and I need someone to help me follow up fast, keep prospects warm, and move deals forward in HubSpot while I focus on relationships and strategy. Marketing is the second priority: it feeds the pipeline, so consistency matters.
You should be comfortable working independently, communicating clearly in English, and using AI tools — including Claude and ChatGPT — to produce high-quality work efficiently. You do not need to create strategy; you need to execute it excellently.

What You Will Do
1. Inbox Support
As a busy entrepreneur I need help managing my inbox — flagging priority messages, drafting responses for my review, and eventually handling routine communications independently.

2. Sales & HubSpot CRM
This is the most important part of the role. I need someone who will keep the sales engine running when I am busy serving clients, speaking at events, or traveling.

• Keep HubSpot CRM up to date at all times — contacts, deal stages, notes, and follow-up tasks after every call or conference

-When I return from a conference, help me execute the follow-up process quickly — entering contacts, sending outreach email s, and moving leads into the pipeline
-Research prospects ahead of conferences and events — identify who will be attending, flag high-fit contacts, and prep outreach so I am ready before I walk in the door
-Follow up with potential clients on my behalf — send check-in email s, schedule calls, and keep deals moving so nothing falls through the cracks
-Build and manage lead nurture email campaigns in HubSpot to keep prospects warm between touchpoints
-When a contract is signed, execute my client onboarding process: prepare the Statement of Work (SOW) and hand off to my team so they can get started

3. Speaking & Conference Support
-Track upcoming conference speaking application deadlines for the associations industry
-Send me reminders in advance so I never miss a submission window
-Help me submit speaking applications — gather the required details, draft the submission, and manage the process
-Build PowerPoint presentations for confirmed speaking engagements using my outlines and existing branded templates

4. Content & Social Media Marketing
Marketing feeds the sales pipeline. Your job is to keep Email Maven showing up consistently so that prospects already know who I am before I reach out.
-Take long-form blog posts and prepare them for publishing on my Wix website — formatting, images, SEO basics, and going live
-Create a branded graphic to accompany each blog post using Canva
-Write and post a LinkedIn article or update to promote each blog post (with AI assistance)
-Write and post an Instagram post for each blog (with AI assistance)
-Actively engage on LinkedIn and Instagram — respond to comments, engage with relevant posts, and help grow my audience and drive traffic
-Use my existing PowerPoints, documents, and presentations to write high-quality long-form blog content (bonus skill — helpful but not required from day one)

5. Monthly Newsletter
-Build my monthly newsletter in HubSpot Marketing Hub using existing copy I provide — formatting, layout, links, and scheduling
-Publish the same newsletter as a LinkedIn newsletter article each month
-Ensure both versions are consistent, on-brand, and go out on schedule

6. AI Tools & Automation
-Use Claude and ChatGPT daily to draft content, do research, and speed up repetitive tasks
-Build and maintain simple AI agents or automated workflows to support agency operations
-Proactively suggest ways AI tools can improve our processes and save time

What We Are Looking For
Required

• Strong written English — you will be writing sales outreach and content that represents my brand publicly
• Experience managing an inbox
• Experience with HubSpot CRM and/or Marketing Hub — keeping pipelines clean and campaigns running
• Comfortable doing prospect research and writing professional outreach email s
• Experience with Canva for creating on-brand graphics and formatted content
• Hands-on experience with AI tools — Claude, ChatGPT, or similar — including building basic automations or agents
• Comfortable posting and engaging on LinkedIn and Instagram
• Organized and self-directed — able to juggle a content calendar, CRM tasks, and follow-ups without being micromanaged
• Reliable internet connection and consistent availability during US Eastern Time hours

Nice to Have

• Experience with Wix website editing and blog publishing
• Background in writing for associations, nonprofits, or membership organizations
• Experience building or managing lead nurture campaigns
• Experience supporting a founder or solopreneur in a sales or business development capacity