Outreach & Email Marketing Virtual Assistant

About the Role

Our client is an executive leadership trainer, emotional intelligence facilitator, keynote speaker, and author who delivers leadership development and certification programs to organizations across the United States.

He is looking for a proactive and detail-oriented Virtual Assistant to support the growth of his leadership training business through outbound marketing and lead generation efforts. This role is not focused on supporting his fractional executive consulting work. Instead, the VA will help introduce his leadership and emotional intelligence training programs to organizations by identifying qualified prospects, executing email outreach campaigns, managing prospect data, and booking discovery calls.

The client has already developed the overall outreach strategy, messaging, templates, and target audience. The successful candidate's role will primarily be to execute these processes consistently while helping keep outreach campaigns organized and effective.

Key Responsibilities

Lead Research & Prospect List Building

• Research organizations that fit the client's Ideal Customer Profile (ICP).
  
• Identify key decision-makers within target organizations, including:
  
• CEOs
  
• Business Owners
  
• Presidents
  
• HR Directors
  
• HR Vice Presidents
  
• Learning & Development Directors
  
• Build and maintain targeted prospect lists based on industry, company size, and geographic location.
  
• Expand existing lists by identifying similar ("lookalike") organizations.
  
• Enrich prospect records with verified contact information, including business email addresses.
  

Outbound Email Outreach

• Execute outbound email campaigns using the client's approved messaging and templates.
  
• Personalize emails using AI-assisted prompts and prospect information.
  
• Manage outreach campaigns to generate qualified discovery meetings.
  
• Follow up with interested prospects when appropriate.
  
• Schedule discovery calls directly into the client's Calendly calendar.
  
• Maintain a professional and consistent communication style.
  

Email Marketing & Campaign Management

• Build and launch email campaigns using Mailchimp (or a similar platform if required).
  
• Upload, segment, and organize mailing lists.
  
• Schedule and monitor campaigns.
  
• Maintain accurate subscriber lists.
  
• Track campaign activity and recommend improvements when appropriate.
  

CRM & Data Management

• Maintain accurate records within HubSpot CRM.
  
• Update contact records and outreach activities.
  
• Track campaign progress and prospect engagement.
  
• Keep databases organized and current.
  

Campaign Support

• Assist with launching campaigns targeting different industries and regions.
  
• Support ongoing outbound marketing initiatives.
  
• Suggest process improvements and ideas to enhance campaign performance.
  
• Work closely with the client to ensure outreach activities remain aligned with business goals.
  

Key Performance Indicators (KPIs)

Success in this role will be measured by:

• Booking 3–5 qualified discovery calls per week
  
• Building accurate, high-quality prospect lists
  
• Executing outbound campaigns consistently
  
• Maintaining clean and organized CRM data
  
• Supporting the continued growth of the sales pipeline
  

Required Skills & Qualifications

• Previous experience in B2B lead generation, appointment setting, or outbound sales support.
  
• Experience executing email marketing campaigns.
  
• Strong internet research and data enrichment skills.
  
• Excellent written English communication skills.
  
• Strong attention to detail.
  
• Highly organized and process-oriented.
  
• Self-motivated with the ability to work independently.
  
• Comfortable managing repetitive outreach activities while maintaining quality.
  
• Results-driven mindset with a focus on measurable outcomes.
  

Preferred Experience

Experience using any of the following is highly desirable:

• Mailchimp
  
• HubSpot CRM
  
• AI Sales Platform | Apollo.io - Outbound, Inbound & Automation
  
• Calendly
  
• Claude AI, ChatGPT, or similar AI writing tools
  
• Google Workspace
  
• Microsoft Office
  

Equivalent experience with similar CRM or email marketing platforms is also welcome.

Ideal Candidate Profile

The ideal candidate is someone who:

• Has experience supporting B2B outreach or business development.
  
• Enjoys research and prospecting.
  
• Is comfortable working with executive-level contacts.
  
• Learns new systems quickly.
  
• Can follow established processes while making thoughtful suggestions for improvement.
  
• Is dependable, proactive, and organized.
  
• Works independently with minimal supervision.
  
• Communicates professionally in written English.
  
• Is motivated by achieving measurable outreach goals.
  

Client Preferences & Important Notes

Business Focus

This role will support the client's leadership development, emotional intelligence training, leadership certification programs, and speaking business.

This position does not support the client's fractional executive consulting business.

Target Audience

The primary contacts include:

• Business Owners
  
• CEOs
  
• Presidents
  
• HR Directors
  
• HR Vice Presidents
  
• Learning & Development Directors
  

Outreach Process

The client already provides:

• Outreach strategy
  
• Email templates
  
• AI prompts
  
• Target customer profiles
  
• Campaign direction
  

The VA's primary responsibility is executing and managing outreach, rather than creating the overall strategy.

Lead Generation

The successful candidate should be comfortable:

• Researching new organizations
  
• Expanding target company lists
  
• Identifying decision-makers
  
• Enriching contact information
  
• Managing outreach campaigns from list building through appointment booking
  

Schedule

• Minimum 10 hours per week
  
• Preferred overlap with U.S. Eastern Time business hours
  
• Flexible schedule may be arranged with the client
  

Communication

Preferred communication methods include:

• Email
  
• WhatsApp
  
• Other collaboration tools as agreed upon
  

Success Measures

The primary objective is to consistently generate 3–5 qualified discovery calls per week while helping grow awareness of the client's leadership training and emotional intelligence programs.

This version now accurately reflects the business Eric wants to grow and avoids any reference to supporting his BAR40 Fractional Executive work, ensuring recruiters source candidates aligned with his actual hiring needs.

Employment Type: Part-Time (Ongoing)

Hours: Minimum 10 hours per week (with the opportunity to scale as needed)

Schedule: Preferably aligned with U.S. Eastern Time business hours, with approximately 2 hours per day (Monday–Friday) or another mutually agreed schedule.