Executive virtual assistant – lead follow-up & operations

This is a remote position.

We are seeking a highly organized, proactive, and adaptable Executive Virtual Assistant to support a US-based business owner and his team across multiple business ventures.

The ideal candidate is an excellent communicator who takes initiative, follows through on commitments, and is comfortable working in a fast-paced environment where priorities may change.

This role will focus on managing lead follow-ups, coordinating schedules, maintaining communication with prospects, and providing general administrative support.

Key Responsibilities

• Follow up with prospective clients and business contacts through phone calls and email.
• Schedule appointments and coordinate meetings with interested prospects.
• Prepare and send requested information, presentations, and follow-up correspondence.
• Track leads and ensure no opportunities fall through the cracks.
• Maintain organized records of conversations, pending tasks, and next steps.
• Provide administrative support to the business owner and potentially 3–4 additional team members.
• Assist with coordination across different business ventures and industries.
• Proactively identify outstanding tasks and communicate updates to the team.

Qualifications

• Previous experience as an Executive Assistant, Virtual Assistant, or Lead Follow-Up Specialist.
• Excellent written and spoken English, with confidence handling professional phone conversations.
• Strong organizational skills, attention to detail, and follow-through.
• Ability to work independently and take initiative without constant supervision.
• Experience using Google Workspace, including Gmail, Calendar, Docs, and Sheets.
• Comfort using LinkedIn and learning new business platforms.
• Ability to multitask and adapt to changing priorities.
• Professional, personable, and comfortable interacting with prospects and clients.

Preferred Qualifications

• Experience with CRM systems or lead-tracking software.
• Experience supporting entrepreneurs, executives, or multiple departments.
• Background in appointment setting, relationship management, or sales support.

Ideal Candidate

Someone who enjoys creating order out of chaos, communicates naturally with people, and takes ownership of the details. We are looking for a dependable professional who can anticipate needs, stay on top of follow-ups, and provide consistent support across multiple projects.