Virtual Assistant | Executive Search Operations | CRM & Data

Highly experienced in accurate and high-volume data entry across multiple platforms in a remote, fast-paced executive search environment. Key capabilities include: Entering and updating candidate, client, and project data in systems like Salesforce and Ezekia with precision and consistency. Creating new opportunities, linking contacts, saving executive profiles, and maintaining updated project records. Managing file uploads and document tagging (e.g., CVs, candidate reports, pitchbooks, agreements) across OneDrive, SharePoint, and internal folders. Performing regular data audits and clean-ups, correcting inconsistencies in candidate names, job titles, locations, and company records. Downloading, organizing, and saving documents from internal tools, MS Planner, and third-party platforms to ensure data integrity and accessibility. Importing contacts, candidate lists, and campaign members into Salesforce and Ezekia, with attention to proper formatting and naming conventions. Demonstrates excellent typing accuracy, attention to detail, and the ability to handle large sets of data across integrated systems.

Experienced in professional email communication and coordination within international, remote executive search teams. Key responsibilities include: Monitoring and responding to candidate and client emails related to executive search projects, including interview scheduling, document requests, and follow-ups. Drafting and sending personalized outreach emails to candidates via email and WeChat, based on search project requirements. Following up with finance or consultants via email regarding missing contracts, invoices, or closed project documentation. Managing bounced emails in Salesforce campaigns, identifying invalid contacts, and updating CRM records accordingly. Ensuring timely communication by tracking action items through MS Planner and confirming completion via email follow-up. Supporting researchers and consultants with email organization, forwarding relevant information and documents for ongoing tasks. Demonstrates excellent written communication, attention to detail, and the ability to manage email workflows across multiple tools and time zones.

Salesforce (data entry, project/opportunity management, campaign tracking) Ezekia (candidate database management, assignment tracking) CRM data cleaning & data accuracy management Database management

Experienced in providing professional, prompt, and detail-focused email support as part of international remote teams. Responsibilities include: Handling email communication with candidates and internal team members, ensuring timely updates on project statuses, interview schedules, and document submissions. Drafting and sending personalized email outreach to prospective candidates based on specific search assignments, including follow-ups and reminders. Coordinating with the finance team via email to address missing invoices and signed agreements for closed projects. Managing bouncebacks and invalid emails within Salesforce campaigns, updating contact records accordingly. Responding to information requests and forwarding relevant documents to consultants and researchers as needed. Ensuring clear, concise, and professional tone in all written communication while working across different time zones. Recognized for maintaining organized communication threads and supporting team efficiency through proactive follow-ups and accurate email handling.

Proficient in using Microsoft Excel to support administrative, reporting, and data tracking tasks in a remote executive search environment. Key experience includes: Maintaining and updating tracking sheets for candidate data, project timelines, and search progress. Monthly updating of client maps and datesheets, ensuring data accuracy and version control. Using Excel for data cleaning, such as correcting inconsistencies in names, job titles, and company information. Organizing and formatting candidate lists and target company lists for internal use and CRM imports. Supporting Colvilbanks data reporting by updating scoring sheets and monthly tracking reports. Exporting and organizing information from platforms like Ezekia, Salesforce, and SharePoint for reporting and analysis. Demonstrates strong skills in data organization, formatting, and version management, with a focus on accuracy and cross-platform consistency.

Virtual assistance Document management (SharePoint, OneDrive) File organization & naming conventions MS Planner (task tracking) Calendar management Email management & outreach Invoice tracking / reimbursement processing