Executive Assistant / Operations Virtual Assistant

We are looking for a detail-oriented and proactive Executive Assistant / Operations Virtual Assistant to support the daily operations of a growing home services business.

In this role, you will help manage the CRM pipeline, support bookkeeping and payroll coordination, and handle administrative tasks to ensure smooth day-to-day operations.

This position is ideal for someone who enjoys organizing systems, maintaining clean data, and ensuring tasks and follow-ups are completed on time.


SHIFT
U.S. Business Hours (with some availability for quick responses Monday–Friday)


Job duties and responsibilities:
1. CRM & Lead Pipeline Management
- Manage and update CRM records daily
- Enter and update leads, contacts, and notes accurately
- Track lead sources and pipeline stages
- Maintain an organized pipeline spreadsheet
- Create follow-up reminders and ensure no leads go cold
- Manage newsletters and drip campaigns in the CRM


2. Bookkeeping & Financial Admin Support
- Assist with basic bookkeeping tasks
- Categorize transactions and organize receipts
- Prepare simple weekly reports and dashboards
- Support payroll processing and hours tracking
- Coordinate with the accountant or bookkeeper when needed


3. Administrative & Operations Support
- Handle data entry and documentation
-Manage emails, scheduling, and reminders
- Maintain SOPs and checklists for repeatable processes
- Support customer communications such as confirmations and follow-ups


4. Review & Reputation Support (Bonus)
- Send review requests after completed jobs
- Track review responses and follow up when needed


Qualifications
- At least 2 years experience as an Executive Assistant, Admin Assistant, or Virtual Assistant
- Strong CRM experience (HubSpot, Jobber, ServiceTitan, Zoho, HoneyBook, or similar)
- Strong attention to detail and data accuracy
- Comfortable with basic bookkeeping and payroll coordination
- Excellent written English communication
- Proficient in Google Workspace (Gmail, Google Sheets, Google Docs, Drive)

Preferred
- Experience supporting home services or trades businesses (gutter, roofing, HVAC, lighting, etc.)
- Familiarity with QuickBooks or payroll systems
- Experience building SOPs and simple operational processes

Tools You Will Use
- CRM platform (FieldPulse — training provided)
- Google Workspace
- QuickBooks Online
- Trello

If you believe you're a strong fit for this position, please respond with the following:
1. A link to your resume in PDF format.

Your resume should include your contact details, a recent professional photo, and a summary of your work
experience, emphasizing tasks relevant to this role.

2. A screenshot of your PC specifications and internet speed,
3. A one-minute Vocaroo recording of your self-introduction
4. Your WhatsApp number for easy communication.

To ensure you've read this message carefully, please include the word "Elite" in the subject line of your email.

We look forward to reviewing your application!