We are supporting a sales consulting firm led by two owner-operators who are currently the primary client-facing experts and service providers. The company is growing, and the owners need a highly organized, proactive support person who can help manage the administrative and operational work behind the scenes so they can stay focused on client strategy, sales consulting, and business development.
Owner Support & Task Management
Help keep both owners organized, focused, and on track with key priorities.
Track action items, deadlines, follow-ups, and outstanding deliverables.
Proactively remind and push the owners when tasks, decisions, or materials are needed.
Maintain visibility into what needs to happen next across client work, sales opportunities, and internal operations.
Create structure around recurring workflows without adding unnecessary complexity.
Client Meeting & Sales Brief Support
Receive client meeting recordings, notes, transcripts, or other raw materials from the owners.
Compile and organize relevant information from client conversations.
Draft initial sales briefs, discovery summaries, or client-facing prep materials based on meeting recordings and owner direction.
Prepare drafts for owner review before anything is finalized or presented to prospective clients.
Identify missing information, unclear points, or follow-up questions needed to complete a strong client brief.
Administrative & Operational Support
Assist with behind-the-scenes administrative work that allows the owners to continue driving client results.
Organize files, documents, notes, meeting materials, and client information.
Maintain internal trackers, task boards, CRM updates, or project lists as needed.
Help document repeatable processes as the company grows.
Support scheduling, follow-up reminders, and basic coordination as needed.
LinkedIn & Email Response Support
Assist with human review and response support for LinkedIn and email communication.
Review AI-generated messages or replies and add a more natural, human element.
Help triage inbound messages, identify priority responses, and draft replies for owner review.
Support light outbound or follow-up communication where appropriate.
Maintain the owners' tone, professionalism, and relationship-focused communication style.
Future Team / VA Coordination
As the company adds additional VA or operational support roles, help coordinate and manage those team members.
Support onboarding, task delegation, follow-up, and accountability for future support staff.
Help create simple systems that allow future hires to plug in more easily.
The ideal candidate is organized, detail-oriented, proactive, and confident enough to manage up. They should not be afraid to push back respectfully when the owners are behind, unclear, or need to make a decision.
Strong written communication skills
Excellent organization and follow-through
Ability to synthesize meeting recordings, transcripts, and notes into clear written summaries
Comfortable using AI tools while improving outputs with human judgment
Strong attention to detail
Ability to manage multiple moving pieces at once
Comfortable holding owners accountable in a professional way
Good judgment around tone, client communication, and prioritization
Able to work independently with limited hand-holding
Process-minded, but practical
Comfortable supporting LinkedIn, email, CRM, task management, and documentation workflows
Executive assistant, operations assistant, project coordinator, or client success support experience
Experience supporting consultants, agencies, sales teams, or professional services firms
Experience working with founders, owners, or executives
Experience summarizing calls, drafting briefs, creating meeting notes, or preparing client-facing materials
Familiarity with tools such as Google Workspace, ClickUp, Asana, Monday.com, Notion, HubSpot, Slack, Loom, Zoom, ChatGPT, or similar platforms (Client uses ClickUp)
Prior experience managing or coordinating other virtual assistants is a plus, but not required
Department: Operations
Role: Virtual Assistant
Locations: Philippines, Brazil, Mexico
Remote Status: Fully Remote
