Executive Virtual Assistant – Lead Generation & Client Communications (Senior Level)

Executive Virtual Assistant – Lead Generation & Client Communications (Senior Level)

Position Overview

We are looking for a highly experienced Executive Virtual Assistant to serve as the central point of communication for our company. This is not an entry-level assistant role—we are seeking a proactive professional with excellent business judgment, outstanding written and verbal communication skills, and a proven ability to manage high volumes of emails, voicemails, and lead-generation activities.

The ideal candidate is organized, detail-oriented, responsive, and able to work independently while representing our company with professionalism.

Key Responsibilities


Email Management

* Monitor multiple business email inboxes throughout the day.
* Review, prioritize, and categorize incoming emails.
* Respond professionally to customer and vendor inquiries.
* Draft and send personalized outbound emails for business development and lead generation.
* Flag urgent emails requiring management attention.
* Maintain organized inboxes using folders, labels, and rules.
* Follow up on unanswered emails until a response is received.

Voicemail Management

* Monitor business voicemail systems daily.
* Listen to, summarize, and prioritize messages.
* Return calls when appropriate or coordinate callbacks.
* Create follow-up tasks and ensure no inquiry is missed.
* Maintain detailed communication records.

Lead Generation Support

* Send personalized outreach emails to prospective clients.
* Follow up with inbound and outbound leads.
* Research companies, architects, contractors, developers, and decision-makers.
* Maintain and update CRM records.
* Track outreach campaigns and follow-up schedules.
* Schedule meetings and introductory calls.

Customer Relationship Management (CRM)

* Keep all contact information current.
* Record communications accurately.
* Track lead status and follow-up dates.
* Generate reports on lead activity and conversion.

Administrative Support

* Manage calendars and appointments.
* Coordinate meetings.
* Prepare business correspondence.
* Create reports and spreadsheets.
* Organize digital files and documents.
* Assist with special projects as needed.

Communication

* Represent the company professionally in all communications.
* Build positive relationships with clients and prospects.
* Maintain strict confidentiality regarding company information.
* Communicate effectively with internal tea ---------- mbers.

Required Qualifications

* Minimum 5 years of experience as an Executive or Senior Virtual Assistant.
* Excellent written and spoken English.
* Exceptional email writing and business communication skills.
* Strong organizational and time-management abilities.
* Ability to prioritize multiple tasks with minimal supervision.
* Professional phone etiquette.
* High attention to detail and accuracy.
* Reliable high-speed internet and a quiet home office.

Preferred Experience

* B2B lead generation and sales support.
* CRM platforms such as HubSpot, Salesforce, Zoho, GoHighLevel, or Pipedrive.
* Microsoft 365 and Google Workspace.
* Appointment setting.
* Email marketing tools.
* LinkedIn outreach.
* Customer service.
* Construction, manufacturing, architectural products, or healthcare industries.

Performance Expectations (KPIs)

* Respond to priority emails within one business hour.
* Maintain an organized inbox with no overdue follow-ups.
* Process and respond to all voicemails daily.
* Generate and send 50–100 personalized outbound emails per day.
* Schedule qualified appointments for the sales team.
* Maintain accurate CRM records with 100% of communications logged.
* Meet weekly and monthly lead-generation and follow-up goals.

Ideal Candidate

The successful candidate is proactive, resourceful, and highly organized. They anticipate needs, communicate professionally, and consistently follow through on commitments. They thrive in a fast-paced environment, can manage multiple priorities simultaneously, and take ownership of ensuring that no lead, email, or voicemail goes unanswered. They understand that prompt, professional communication is critical to building strong client relationships and driving business growt