Executive Admin in Marketing Virtual Professional (Remote)

Are you a detail-oriented, tech-savvy Virtual Professional who enjoys working behind the scenes to keep systems clean, connected, and reliable?

We’re looking for a proactive VP of Backend Operations & CRM Systems to support a high-performing service business by maintaining accurate data flow across HubSpot, CallRail, RingCentral, Arrivy, Vendo, and Webflow. This role is ideal for someone who is organized, systems-minded, comfortable troubleshooting platform issues, and able to help leadership pull accurate reports on leads, appointments, and revenue by source.

This is not a strategy role. The focus is on backend operations, data accuracy, CRM cleanup, reporting support, and workflow efficiency.

What You’ll Do

You’ll support day-to-day backend operations by helping ensure the client’s tools are properly set up, connected, and producing clean, reliable data.

CRM, Reporting & Data Management
• Review and clean up HubSpot data to ensure leads, appointments, deals, and revenue are accurately tracked.
• Help build and maintain HubSpot reports that leadership can easily pull and trust.
• Check that data from CallRail, web forms, Vendo, and Arrivy maps correctly into HubSpot.
• Identify missing, duplicate, or inconsistent lead source data and help correct it.
• Maintain clean deal records, contact records, and source attribution where needed.

CallRail, RingCentral & Source Attribution Support
• Review CallRail tracking numbers and confirm they are assigned to the correct lead sources, such as Google Ads, LSA, organic, referral, or outbound campaigns.
• Help clean up source attribution issues where outbound calls are incorrectly tagged under sales reps rather than the proper source categories.
• Support workflow improvements between CallRail and RingCentral to reduce platform-switching friction for the call center team.
• Document issues, patterns, and recommended fixes clearly.

Platform & Workflow Support
• Review the flow of information from HubSpot to Arrivy, Vendo, and back to HubSpot.
• Help troubleshoot minor system issues and coordinate with platform support teams when needed.
• Assist with routine Webflow content updates and minor website maintenance.
• Clearly document processes, updates, and recurring tasks so the team has reliable SOPs.

Admin & Communication Support
• Communicate clearly with the client, tea ---------- mbers, and vendor/platform support teams.
• Provide regular updates on progress, blockers, and completed tasks.
• Use AI tools responsibly to improve documentation, reporting, and written communication.
• Maintain organized records, task lists, and process guides.

Who We’re Looking For

The ideal candidate is highly organized, analytical, and comfortable working across multiple systems. You do not need to be a developer, but you should be confident in learning platforms, checking integrations, and spotting data inconsistencies.

You may be a great fit if you:

• Have strong English communication skills, especially in written updates and documentation.
• Are detail-oriented and can spot inconsistencies in data, reports, workflows, and CRM records.
• Are tech-savvy and comfortable learning tools like HubSpot, CallRail, RingCentral, Arrivy, Vendo, and Webflow.
• Have experience with CRM management, reporting, lead tracking, or sales operations support.
• Can follow instructions carefully while also thinking ahead and identifying potential issues.
• Are proactive, resourceful, and willing to explore possible solutions before escalating.
• Can communicate blockers clearly and ask thoughtful questions when context is missing.
• Are comfortable working in a backend support role with limited customer-facing responsibilities.
• Can maintain confidentiality when handling client, customer, sales, and revenue-related data.

Preferred Experience

Experience with any of the following is a plus:

• HubSpot CRM, pipelines, properties, workflows, reports, or dashboards
• CallRail tracking numbers, call source attribution, or lead source cleanup
• RingCentral or other VoIP/call center platforms
• Webflow content updates or website maintenance
• Sales operations, marketing operations, or CRM administration
• Process documentation, SOP creation, or backend operations support
• Google Sheets, Excel, or reporting/data cleanup tasks

Tech & Infrastructure Requirements: To ensure a smooth and efficient remote work experience, applicants must have:
• Intel i5 10th Gen or AMD Ryzen 5 (or higher)
• Minimum 8GB RAM
• Device (laptop or PC) must be less than 3 years old
• Stable internet: 50–100 Mbps, with a backup connection
• Quality webcam, mic, and headset
Screenshots of your device specs and an internet speed test will be required upon application.

Why You’ll Love Working with Claud?
• Paid holidays & PTO
• HMO (after 1st year)
• Family Medical Incentive
• PAG-IBIG & referral incentives
• Weekends off
• Free learning sessions & fun company events
• Supportive, growth-driven remote community

Let's Get to Know You: Please include your answers to the following in your application :
1. In one paragraph, tell us about yourself.
2. What are your key strengths that would help you excel in this role?
3. What challenges do you foresee in this role?

Don’t just look for a job - build a meaningful career filled with freedom, balance, and the support you deserve.

Apply today!