Executive Assistant

Virtual Assistant – Sales Operations & Executive Support (Contract, Part-Time)

Commitment: 20 hours per week
Compensation: $250 USD per month
Type: Independent contractor, fully remote

About the Role

We’re looking for a detail-oriented, reliable Virtual Assistant to support our sales leadership with day-to-day operations, CRM management, reporting, and administrative tasks. This role is execution-focused. You’ll receive clear instructions, documentation, and all the content you need. Your job is to carry out tasks accurately and on time, keep systems and documents up to date, and flag anything that needs attention.

HubSpot will be a major part of this role. If you have experience working inside a CRM, you’ll be at home here.

Responsibilities

Task & Inbox Management

Help manage an ongoing to-do list built from meetings, email , Slack, and handwritten notes, and keep priorities on track
Keep the inbox clean by removing junk, organizing messages, and surfacing high-priority items
Organize and maintain Google Drive

HubSpot CRM Administration

Create forms and events, and update properties and settings as instructed
Manage the “hot lead list” by updating users and team assignments that control lead routing workflows
Identify overdue deals and help monitor overall pipeline health
Build and deploy marketing email s (content will be provided)
Build sequences in HubSpot (content will be provided)

Matchmaking Campaign

Help run our recurring “Matchmaking” email campaign, which highlights partners and connects clients with relevant partners (content will be provided)
Build and deploy the campaign email s in HubSpot on a regular schedule
Update campaign performance numbers at the end of each month

Apollo

Build and update sequences in Apollo
Help manage the system and pull reporting

Reporting & KPIs

Pull numbers from HubSpot reports and update company KPI documents, including weekly sales reporting, business development reporting, and our WIG tracker
Distribute KPI reports to team members on a regular schedule
Highlight issues or unusual trends in the numbers

Team Communication

Send consistent reminders to sales reps and managers
Help draft and send daily announcements
Track out-of-office time on the company calendar and provide updates

Partner Portal Support

Add new partners to the portal
Reset passwords and help partners with portal issues
Check the portal regularly for activity or requests

Other Support

Assist with basic payroll spreadsheet upkeep (commission tracking)
Monitor our sales call recording platform (Rafiki) and flag notable activity
Handle other administrative tasks that free up time for higher-priority work
What We’re Looking For
Hands-on experience with HubSpot (required or strongly preferred)
Experience with Apollo, Google Workspace, and Slack is a plus
Strong attention to detail and comfort working with numbers and spreadsheets
Ability to follow written instructions accurately and work independently
Clear, professional written English
Reliable, organized, and proactive about flagging problems
Discretion with confidential information, including sales data and payroll
How to Apply

Send a short introduction covering your experience with HubSpot and other CRMs, the tools you’ve used, your available working hours and time zone, and any relevant references or examples of similar work..