Executive Administrative Assistant

Remote

Part Time to Full Time

Experienced

We’re Hiring: Virtual Administrator
Remote | Part-Time or Full Time | US Pacific Hours

Overview:

We’re looking for a detail-oriented and tech-savvy Virtual Administrator to support daily operations, internal communications, and digital engagement. This role is perfect for someone who thrives in a fast-paced, entrepreneurial environment and is confident using cloud-based productivity and marketing tools to help keep things running smoothly.

Key Responsibilities:

1. Admin & Operations

Manage calendars, schedule meetings, and handle email correspondence (Gmail/Google Calendar)
Organize files and maintain shared drives (Google Drive)
Take notes and track action items during virtual meetings
Build forms and collect data (Google Forms)

2. Digital Communications

Create email campaigns, segment lists, and track performance (Constant Contact)
Update contact databases and set up basic automations (HubSpot)
Perform CRM hygiene: deduplication, tagging, reporting
Coordinate newsletters and compile performance metrics

3. Design & Branding

Create/update presentations, one-pagers, and branded materials (Canva)
Design visuals for events, emails, and social media
Ensure materials align with brand guidelines

4. Event & Meeting Support

Assist in planning and running virtual events (Zoom, Google Meet, etc.)
Prepare speaker briefs, manage RSVPs, and handle follow-ups
Send post-event surveys and compile feedback

5. Reporting & Documentation

Track key metrics (campaigns, CRM, engagement)
Keep SOPs and admin documentation up to date
Support light project management (Google Sheets, Trello)

Required Skills & Tools Preferred (A Plus):

Google Workspace (Gmail, Drive, Docs, Sheets, Slides, Calendar)
Canva (graphics, slides, simple layouts)
HubSpot (CRM navigation, lists, workflows) Experience or exposure would be a plus.
Constant Contact (email setup, list management, reporting). Experience or exposure would be a plus.
Strong written/verbal communication
Highly organized, proactive, and responsive

Opportunities to Expand Your Impact:

In line with best practices from high-performing remote teams, the following areas are recommended for cross-training or role expansion:

CRM Management

Keep contact lists clean and well-organized
Use CRM properties and lifecycle stages to support sales/marketing

Marketing & Comms Support

Maintain a content calendar (newsletters, social media)
Set up basic automations and welcome sequences

Executive Support

Spot calendar conflicts and streamline scheduling
Prepare meeting briefs with short bios and relevant links

Process Documentation

Maintain a live “Admin Handbook” with templates and SOPs
Document workflows for repeatable campaigns and tasks

Data Hygiene

Regularly update contacts, manage bounces and opt-outs
Export and back up lists periodically

Bonus (Nice to Have)

Experience with LinkedIn campaign management
Familiarity with Trello, Notion, Slack, or Airtable
Basic copywriting or content editing skills

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Executive Administrative Assistant

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