Virtual Assistant

Role Overview
We are hiring a proactive, tech-savvy, and highly organized Virtual Assistant to support our client, a growing point-of-sale (POS) systems company based in Canada. This role focuses heavily on appointment setting, lead generation, and CRM management to help expand the company’s client base.
The ideal candidate is a motivated self-starter who can manage multiple tasks including email and calendar organization, lead follow-ups via multiple channels, CRM upkeep, vendor communication, and light social media and customer service support. You will play a key role in ensuring daily lead targets are met while keeping client communication timely and professional.
You will work closely with the company owner and representatives to coordinate appointments, document processes, and provide operational support to help the business scale.


Responsibilities:
-Email & Calendar Management:
Manage both personal and company email accounts, organizing, flagging, and prioritizing messages.
Ensure the owner’s calendar is well-structured, avoiding scheduling conflicts.
Send reminders and coordinate with internal/external contacts for meetings.

-Lead Generation & Appointment Setting:
Use CRM and phone systems (e.g., MightyCall or similar) to contact and follow up with leads via calls, emails, and text messages.
Schedule appointments for the company owner and sales representatives (via Zoom or in-person).
Maintain a daily target of new qualified leads and ensure they are properly documented in the CRM.
Track follow-up timelines and ensure no lead is left unattended.
Follow documented processes to maintain lead engagement.

-Research & SOP Creation:
Conduct brainstorming and market/product research as needed.
Assist in documenting processes, creating Standard Operating Procedures (SOPs), and maintaining clear workflow guidelines.

-CRM & Data Management:
Organize and update lead information in the CRM.
Assist in transitioning from Excel sheets to a functional CRM system for phone-based outreach.
Monitor and manage lead pipelines to prevent loss of opportunities.

-Social Media Management:
Create and set up a company social media page (Facebook, LinkedIn, etc.).
Post basic updates to enhance brand visibility (promotion is not the main focus).
Respond to customer inquiries via calls, email, and text in a professional and timely manner.

-Lead Follow Up:
Conduct follow-ups with prospects via phone calls, text messages, and emails to maintain engagement and move them toward booking an appointment.
Monitor the CRM daily for pending or overdue follow-ups, ensuring no lead is left unattended.
Send personalized follow-up messages and re-engagement outreach to warm or inactive leads.
Confirm scheduled appointments with prospects and sales representatives to minimize no-shows.
Reschedule missed or canceled meetings promptly.
Log all follow-up activities in the CRM to keep records accurate and up to date.
Prioritize and escalate hot leads for immediate attention by the company owner or sales team.

-Vendor Management:
Communicate with vendors as needed for order coordination and updates.
Maintain a vendor contact list and record of communications.

-Customer Service:
Handle client inquiries via email, call, and text.
Use CRM to provide timely, professional customer support.
Escalate more complex concerns to the internal team as needed.

-Personal Assistance:
Assist owners with occasional personal tasks and requests as assigned.

Key Performance Indicators:
-Generate and document new leads daily.
-Maintain CRM data accuracy and timely follow-ups.
-Keep the owner’s calendar organized and conflict-free.
-Document and update at least one SOP per month.
-Support achievement of company goals.


Qualifications:
-3 years+ as a Virtual Assistant, Appointment Setter, Administrative Assistant, or in a similar support role, preferably in a remote setup.
-Proven experience in lead generation and CRM management.
-Excellent verbal and written English communication skills.
-Strong organizational skills with the ability to manage multiple priorities.
-Tech-savvy and able to learn new tools quickly (experience with MightyCall, ---------- , or similar is a plus).
-Comfortable making outbound calls, sending follow-up emails/texts, and setting appointments.
-Familiarity with social media page creation and basic posting.
-Detail-oriented, process-driven, and able to work independently.

You’re a Great Fit If You:
-You excel at appointment setting and lead generation, consistently meeting or exceeding daily lead targets.
-You’re confident in making outbound calls, sending follow-ups, and managing CRM records to keep pipelines active.
-You’re highly organized in managing both personal and business email accounts.
-You can keep calendars conflict-free and ensure meetings are well-coordinated.
-You enjoy brainstorming and conducting market or product research to support business growth.
-You can create and maintain SOPs that make processes clear and repeatable.
-You’re adaptable to different communication tools and CRM platforms (like MightyCall or similar).
-You’re comfortable setting up and lightly managing social media pages to boost brand visibility.
-You can handle vendor communication, customer service inquiries, and occasional personal assistance.
-You’re proactive, tech-savvy, and eager to help the business hit its monthly transaction goal.

Time Commitment:
-Full-time position with remote work setup
-8:00 AM - 5:00 PM EST Monday - Friday (with flexibility for occasional extended hours to complete follow-ups).

What You’ll Get
-Competitive base salary
-13th Month Pay
-Performance-based incentives
-100% Remote work setup
-Opportunity to work with a high-growth team and industry leader

Our Hiring Process
-Shortlisted candidates will be contacted within 3–5 business days.
-Interview with the Recruiter
-Interview with the Hiring Manager