Virtual Assistant - Executive Assistant (HubSpot CRM Specialist)

This is a remote position.

Job Summary:

We are seeking a highly organized and detail-oriented Executive Assistant to support our team across documentation, operations, data management, and executive-level tasks. This role is essential in driving efficiency, maintaining accurate records, and enabling our leadership to focus on strategic priorities. You’ll create and maintain clear SOPs, manage operational and CRM data (particularly in HubSpot and Excel), support reporting and analytics, and handle a variety of high-level administrative responsibilities.

Key Responsibilities:

• Documentation & SOP Development:
  

• Organize, consolidate, and reformat existing documents into a unified, professional company playbook.

• Collaborate with team members to document undocumented processes and workflows.

• Develop and maintain clear, concise Standard Operating Procedures (SOPs) for various job roles and tasks.

• Update and maintain employee onboarding materials in a centralized system.

• CRM & Data Management:
  

• Accurately input and manage operational and lead information within HubSpot, Excel, and related platforms.

• Regularly audit data to ensure accuracy, completeness, and consistency.

• Identify and correct any discrepancies across systems to maintain data integrity.

• Reporting & Analytics:
  

• Generate, format, and analyze reports from HubSpot and Excel.

• Present insights and data-driven recommendations to support decision-making and improve processes.

• Executive Administrative Support:
  

• Manage executive email inboxes, prioritize communications, draft and proofread correspondence, and ensure timely responses.

• Coordinate complex calendars, appointments, and meetings, sending reminders and ensuring preparation.

• Maintain organized digital and physical records.

• Strategic & Project Support:
  

• Conduct thorough research on business and personal topics, summarizing findings into actionable insights.

• Initiate and drive assigned projects to ensure smooth progress.

• Provide strategic support and contribute to business planning discussions using analytical insights.

Requirements

Requirements:

• Proven experience in a role requiring strong organizational, documentation, and executive support skills.

• Proficiency in Microsoft Excel for managing and analyzing data.

• Hands-on experience with HubSpot, especially for CRM data entry, reporting, and workflow support.

• Excellent written and verbal communication skills with the ability to draft professional documentation and simplify complex information.

• Strong attention to detail, with the ability to prioritize multiple tasks and ensure high accuracy.

• Analytical and critical thinking skills, comfortable interpreting data and providing recommendations.

• Tech-savvy, proactive, and eager to learn new tools and systems.

• High level of discretion and confidentiality.

Qualifications:

• Previous experience as an Executive Assistant, Operations Coordinator, or similar role.

• Experience developing playbooks, SOPs, or process maps.

• Familiarity with additional CRM systems or project management platforms.

Benefits

Employee Benefits

• Health and Wellness: Comprehensive HMO coverage for you and your dependents.

• Security and Peace of Mind: Group Life Insurance Benefit to safeguard your future.

• Financial Flexibility: Virtual Credit Card for added convenience and purchasing power.

• Work-Life Balance: Generous Paid Leaves to recharge and prioritize personal time.

• Government Benefits: Full support for required government benefits.

Supplemental Pay Types

• 13th Month Salary: A festive bonus to celebrate the year's hardwork.

• Overtime Pay: Compensation for your extra effort and time.

• Night Differential: Additional pay for working late hours or shifts.

• Incentives: Performance-based incentives to reward your contributions and achievements.