Executive Assistant

Overview

We are looking for an organized, personable Administrative Assistant to support our client relationships and day-to-day office operations. This is a remote, client-facing role for someone who is comfortable on the phone, confident managing a CRM and project tools, and genuinely enjoys building relationships with customers. You'll be the friendly, reliable point of contact who keeps our pipeline moving — following up with prospects, checking in on past customers, and keeping our team organized and on schedule.

Responsibilities

WHAT YOU'LL DO

• CRM & Pipeline Management — Manage and update customer and lead records in HubSpot, keeping communications and deal stages current and accurate.

• Project Coordination — Organize tasks, projects, and deadlines in Asana, and keep the team on track with reminders and status updates.

• Google Suite Administration — Draft correspondence, manage schedules, and prepare documents using Docs, Sheets, Gmail, and Calendar.

• Client Communications — Serve as a first point of contact for clients, handling inquiries and correspondence with professionalism and a friendly tone.

• Customer Follow-Up & Scheduling — Reach out to customers to confirm details, answer questions, and schedule meetings or site visits.

• Repeat Business Outreach — Contact past customers to reconnect, gauge interest, and identify new bid or project opportunities.

• New Lead Outreach — Reach out to new leads, qualify interest, and set up introductory meetings for the sales team.

• Ongoing Customer Relations — Check in regularly with current and past customers to build rapport, ensure satisfaction, and uncover future work.

Qualifications

WHAT WE'RE LOOKING FOR

•  Prior experience in an administrative, customer service, sales support, or client-facing role.

•  Hands-on experience with HubSpot or a comparable CRM.

•  Familiarity with Asana or similar project/task management tools.

•  Strong working knowledge of Google Suite (Gmail, Docs, Sheets, Calendar).

•  Excellent written and verbal communication skills, with a warm, professional phone presence.

•  Highly organized, detail-oriented, and comfortable managing multiple follow-ups at once.

•  Self-motivated and reliable when working independently in a remote environment.

•  Comfortable making outbound calls to current and prospective customers.

DETAILS

• Employment Type — Full-Time

• Location — Remote

Required Skills

Years of Experience Needed