CRM & Operations Virtual Assistant

About the Role

We’re looking for a highly proactive, tech-savvy CRM & Operations Virtual Assistant to

support a growing consulting business.

This is not a traditional administrative VA role. You’ll take ownership of the company’s HubSpot

CRM, databases, workflows, and operational processes, helping to keep everything

organised, efficient, and running smoothly.

The ideal candidate is someone who doesn’t simply wait for instructions. You’ll be expected to

identify opportunities to improve processes, suggest solutions, and use automation tools to

make the business more efficient.

The role will initially be 20 hours per week, with the potential to increase to full-time as the

business grows and your responsibilities expand.

Key Responsibilities

● Manage and maintain the HubSpot CRM, ensuring data is accurate, organised, and up

to date

● Manage and segment databases, contacts, prospects, and lead information

● Build and maintain prospect and call lists

● Monitor incoming enquiries and coordinate appropriate follow-ups

● Assist with administrative and operational tasks across the business

● Identify repetitive processes and recommend opportunities for automation

● Build and manage automations using Zapier

● Help develop and improve CRM workflows and processes

● Support the creation and maintenance of KPI tracking and reporting, including Google

Sheets dashboards

● Manage scheduling and calendar-related administration through Calendly

● Conduct occasional professional phone follow-ups where required

● Use AI tools such as ChatGPT and Claude to improve efficiency and streamline

processes

● Maintain organised documentation and information across OneNote, Google Drive and

Google Workspace

● Look for ways to improve systems, workflows, and day-to-day operations

● Potentially support LinkedIn outreach and management as the role develops

What We’re Looking For

We’re looking for someone who is proactive, resourceful, and highly organised.

You should be comfortable taking ownership of tasks, investigating problems independently, and

suggesting ways to improve how things are done.

Essential:

● Strong experience using HubSpot CRM

● Hands-on experience with Zapier and workflow automation

● Excellent administrative and organisational skills

● Strong database management experience

● Comfortable working with Google Workspace and Google Drive

● Experience using Calendly or similar scheduling platforms

● Confident using AI tools such as ChatGPT and/or Claude

● Excellent written and verbal English

● Strong attention to detail

● Ability to work independently and manage priorities

● Professional and confident communication style

Nice to Have:

● Experience with LinkedIn outreach or LinkedIn Sales Navigator

● Experience managing KPI dashboards or reporting in Google Sheets

● Experience with phone-based prospect follow-up

● Experience working within a consulting, sales, or professional services environment

● Familiarity with Mac tools and OneNote

● Experience identifying and implementing business process improvements