Job Overview

We are seeking an assertive, highly organized Executive Virtual Assistant & Project Manager to serve as a strategic operational partner. In this part-time remote role, you will proactively manage executive calendars, oversee client communications, and drive project execution across a virtual team. You will also be responsible for fully structuring and updating our HubSpot CRM to track sales pipelines and project milestones. The ideal candidate takes initiative, enforces task accountability, and thrives in a fast-paced environment with minimal supervision.

Schedule: Mon-Fri, 12 PM - 5 PM CST (20 hrs per week)

Responsibilities

1. HubSpot CRM Management & Project Tracking

• Fully manage, structure, and update the HubSpot CRM system to track sales pipelines, active projects, and client interactions.
• Ensure accurate data entry, project milestone tracking, and seamless follow-ups to eliminate missed deadlines and enhance client communication.
• Introduce best practices and efficient workflows within HubSpot to optimize business processes.

2. Calendar, Email & Schedule Management

• Proactively manage leadership diaries, prioritizing high-value tasks, scheduling calls, and managing inbox communication.
• Anticipate upcoming deadlines, meeting preparation, and schedule conflicts before they arise.

3. Project Coordination & Team Accountability

• Function as a dynamic project manager across a virtual team, tracking project deliverables from design through execution.
• Direct operations proactively—ensuring leadership and team members are assigned tasks, meeting timelines, and staying on track without waiting for direction.
• Serve as an operational bridge between leadership, internal virtual team members, and external clients.

Must-Have Requirements

• Experience: Minimum of 2+ years of mid-level experience as a Virtual Assistant, Project Manager, or Executive Assistant.
• HubSpot Expertise: Proven hands-on experience managing and configuring HubSpot CRM for sales tracking and project management.
• Proactive Leadership: A confident, assertive personality with strong self-management skills—you know how to take control of workflows and keep leadership organized.
• Communication Skills: Excellent written and verbal communication skills for liaising with clients, team members, and executive leadership.
• Tech-Savvy & Independent: Quick to adopt new tools and workflows with minimal training required.

Independent Contractor Perks

Permanent work from home

Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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