Executive Virtual Operations Specialist

Position Summary:
We are seeking an experienced and proactive Virtual Assistant to support our daily operations, client management, and outreach activities. The ideal candidate is highly organized, skilled in client communication, and comfortable handling a range of administrative tasks from managing inboxes and LinkedIn responses to contract management and client onboarding. If you’re a self-starter who excels in both written and verbal communication, has a knack for multitasking, and is proficient in relevant software, we’d love to hear from you!

Key Responsibilities:

Inbox & Communication Management:
Monitor and respond to messages on LinkedIn and email with a professional and prompt approach.
Manage incoming client inquiries, follow up with clients, and ensure timely responses.
Set up meetings, handle prospect and client scheduling, and organize follow-ups as needed.
Client Onboarding & Support:
Facilitate smooth onboarding for new clients, ensuring they have all necessary resources and understand processes.
Handle ongoing client requests and provide support throughout the client journey.
Track contract timelines, send reminders as contracts approach their end, and assist in renewal conversations.
Calendar Management:
Schedule prospect outreach, client meetings, and other relevant appointments to optimize daily workflow.
Coordinate with clients and tea m me mbers to ensure calendar alignment and avoid conflicts.
Contract & CRM Management:
Maintain client contracts, track start and end dates, and provide renewal reminders as needed.
Utilize CRM tools to manage client interactions, document updates, and streamline follow-up processes.
Content Creation & Social Media Management:
Create and schedule engaging LinkedIn posts to enhance personal branding and client engagement.
Ensure consistent messaging aligned with business objectives and audience expectations.
Phone Communication:
Confidently speak on lead calls, provide information to prospects, and represent the brand professionally.
Answer questions, address concerns, and follow up with potential clients to maintain engagement.
Requirements:

Experience:
Proven experience as a Virtual Assistant or in a similar administrative support role.
Background in client relations, lead management, or customer support is highly desirable.
Skills:
Excellent verbal and written communication skills; ability to convey professionalism in all interactions.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Canva, Adobe Suite, and CRM solutions.
Strong organizational and time management skills with attention to detail and follow-through.
Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
Technical Proficiency:
Familiar with managing LinkedIn content and engagement.
Able to create visually appealing content using Canva or Adobe and navigate CRM tools effectively.
Attributes We Value:

Highly organized and dependable
Professional and friendly demeanor in all interactions
Proactive problem-solver and critical thinker
Adaptable to shifting priorities and business needs