Virtual Assistant – Client Support, CRM & Marketing Automation Specialist

We are a US-based digital marketing company looking for a reliable, detail-oriented Virtual Assistant to handle client support, CRM management, payment processing, and marketing automation tasks. You will report directly to company leadership and play a key role in keeping our operations running smoothly?

This is a full-time remote position (40 hours/week) with room for growth for the right candidate.

Responsibilities:

Client Support & Onboarding
* Address and resolve client support tickets via FreshDesk; call clients if necessary or route tickets to the correct tea ---------- mber
* Conduct Welcome Calls and courtesy calls to new signups, ensuring they receive all important onboarding emails
* Provide assistance via Zoom for clients having trouble accessing their training dashboard
* Handle incoming/outgoing calls via BetterVoice or Close CRM
* Set up Calendly scheduling links and text notifications upon client request


Facebook Group Management
* Monitor and scan Facebook group posts and comments
* Approve new member requests into the group
* Post daily call schedule reminders
* Assist with Live Stream Q&A calls

Payment Processing & Chargeback Management
* Track and record all money in/out in the company spreadsheet via Keap (Infusionsoft)
* Call clients to update payment methods; delete failed payments to avoid double charges
* Monitor Midigator/Merchant chargeback notifications; research details and determine whether to dispute
* Send evidence to fight chargebacks and update the Chargeback Record Sheet
* Handle custom payment links and record associated payments

Cancellations & Retention
* Process refund and cancellation requests while looking for opportunities to save the sale
* Update the Churn Sheet and customer log after every refund or cancellation
* Handle custom Apprentice payment agreements

Sales & Admin Support
* Attend to sales team requests promptly
* Handle client onboarding for Apprentice and Pipeline programs
* Any other tasks assigned by management

Automation Experience (Required/Preferred)
We are looking for someone who can go beyond task execution and help us streamline and automate workflows. Experience in the following is highly valued:
* Keap / Infusionsoft – building campaign sequences, automating payment reminders, and managing contact tagging/segmentation
* Zapier or Make (Integromat) – creating multi-step automations across platforms (e.g., FreshDesk ? Slack notifications, Calendly ? CRM updates)
* Email marketing automation – setting up drip campaigns, triggered emails, and follow-up sequences
* CRM workflow automation – auto-tagging leads, pipeline stage triggers, and task assignments
* Reporting automation – auto-generating chargeback reports, churn tracking updates, or payment logs
* Familiarity with ClickFunnels, Close CRM, or similar platforms is a bonus

Qualifications:
* At least 2+ years of experience as a Virtual Assistant in a client-facing, US-based company
* Hands-on experience with FreshDesk, Keap, Calendly, Close CRM, Facebook Groups, and Zoom
* Strong spoken and written English (you will be making calls to US-based clients)
* Proven experience with marketing automation tools (Zapier, Keap, or equivalent)
* Detail-oriented with a "double-check everything" mindset
* Ability to work independently with minimal supervision
* Professional, courteous, and solution-oriented communication style
* Reliable internet connection and a quiet workspace for calls

How to Apply:
To stand out, please include the following in your application:

* A brief introduction about yourself and why you're a good fit
* Your experience with Keap/Infusionsoft and any automation tools
* An example of a workflow or automation you've built in a previous role
* Your expected monthly salary in USD
* Include the word "AUTOMATE" in your application subject line so we know you read the full post