Role Description

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia. We are seeking a highly organized and proactive Executive Virtual Assistant to serve as the right-hand administrative partner to a field sales executive. This role focuses on supporting business development operations by managing CRM data, coordinating follow-ups, conducting market research, and handling administrative tasks so the executive can stay focused on in-person client meetings and revenue generation.

The ideal candidate is detail-oriented, tech-savvy, and comfortable working inside CRM systems while managing multiple administrative tasks efficiently. This role will start at 20 hours per week, with the potential to increase hours based on performance and business needs.

The goal of this role is to keep the sales executive focused on meeting dealerships and closing business, while the Virtual Assistant handles the administrative, research, and CRM-related tasks that support the sales process.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

• CRM Management & Data Organization
  • Manage and update contact records within HubSpot CRM
  • Clean and validate CRM database entries to ensure data accuracy
  • Review leads and verify information through company websites and online sources
  • Categorize leads based on predefined qualification tiers
  • Maintain organized lead lists and sales tracking information
  • Convert meeting notes, voice notes, and rough sales notes into clean CRM updates, task lists, and polished follow-up communications
• Sales Administrative Support
  • Assist with sending follow-up emails to prospects and clients
  • Convert sales notes into professional follow-up communications
  • Support the executive with administrative tasks related to client onboarding and documentation
  • Respond to routine client emails when appropriate
• Market & Lead Research
  • Research car dealerships and identify qualified prospects
  • Evaluate businesses based on company size, inventory, and operational scale
  • Create prioritized prospect lists for the sales executive
  • Identify high-value targets based on defined business criteria
  • Utilize ChatGPT or similar AI tools for drafting, research, note summarization, and organization
• Route & Field Planning Support
  • Assist with planning daily sales routes using Badger Maps
  • Build optimized visit routes for the executive to maximize field efficiency
  • Prepare prospect visit lists for scheduled travel days
  • Help the client map and update his daily prospecting routes in Badger Maps based on geography, priority, and efficiency
• Process Improvement & CRM Optimization
  • Suggest improvements for CRM organization and workflow efficiency
  • Identify opportunities for better tracking, categorization, or automation within the CRM
  • Support implementation of simple operational improvements when applicable

Qualifications

• Previous experience as a Virtual Assistant, Executive Assistant, or Administrative Assistant
• Experience working with CRM systems (HubSpot preferred)
• Strong research and data validation skills
• Excellent written English communication skills
• Highly organized with strong attention to detail
• Ability to work independently and manage tasks with minimal supervision
• Comfortable using AI tools such as ChatGPT for drafting communications

Preferred Experience

• Experience supporting sales teams or business development professionals
• Familiarity with HubSpot CRM
• Experience conducting lead qualification and database management
• Familiarity with mapping or route-planning tools (Badger Maps or similar)

Requirements

• Contracted Hours per Week: 20 hours/week
• Daily Working Time: 8 AM-12 PM CST
• Scheduled Working Days: Monday-Friday
• Primary communication via WhatsApp and email
• Real-time task coordination with the sales executive during field work

Benefits

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!