20four7VA

Operations & Systems Executive Assistant

20four7VA

part-time

Posted on:

Location Type: Remote

Location: United States

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Tech Stack

Cyber Security

About the role

  • Manage a dynamic calendar across multiple time zones
  • Schedule meetings and coordinate Zoom logistics
  • Prepare meeting context using CRM notes and previous conversations
  • Trigger post-meeting workflows (transcription, clean-up, filing, task creation)
  • Organize follow-ups and maintain meeting documentation systems
  • Maintain and update CRM records (Katalyst (GoHighLevel)) for sales leads and partners
  • Track deal stages, next steps, and priority follow-ups
  • Support CRM implementation and optimization initiatives
  • Monitor KPIs and maintain organized lead pipelines
  • Assist with testimonial tracking and press follow-ups
  • Maintain task boards (Asana or similar platforms)
  • Track operational priorities such as:
  • CRM implementation
  • SOP build-out
  • Software setup
  • Webinar coordination
  • Pilot program tracking
  • Document and refine SOPs for:
  • Client onboarding
  • Proposal workflows
  • Billing processes
  • Pre-qualification systems
  • Other repeatable processes
  • Maintain a single source of truth for key company information
  • Coordinate business address updates and vendor communications
  • Assist with setup and management of:
  • MS365 / Copilot
  • Google Business Profile
  • Basic cybersecurity protocols (2FA, backups, vendor coordination)
  • Support light IT coordination with external vendors as needed
  • Update LinkedIn profiles and company pages
  • Insert intake forms and lead capture links
  • Manage minor website or form updates
  • Organize brand assets (logos, templates, brand documents)
  • Track testimonials
  • Maintain a content and idea backlog based on notes and research

Requirements

  • Minimum 2+ years supporting a Founder, Executive, or business owner remotely
  • Proven experience as a VA, EA, or Operations Coordinator
  • Strong proficiency in Google Workspace and Microsoft 365
  • Experience managing executive calendars and inboxes
  • CRM management experience (required)
  • Comfortable learning new SaaS and AI tools quickly
  • Experience supporting remote meetings and logistics
  • Excellent written English and high attention to detail
  • Strong documentation and organizational skills
  • Preferred (not required): Experience supporting consultants, agencies, or AI-focused businesses
  • Familiarity with AI tools and automation workflows
  • Experience documenting SOPs and building operational systems
  • Basic knowledge of no-code automation tools
  • Exposure to cybersecurity or SaaS setup coordination
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!
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
CRM managementSOP documentationcalendar managementtask managementautomation workflowscybersecurity protocolsno-code automation toolsmeeting logisticsdata organizationlead tracking
Soft Skills
attention to detailorganizational skillscommunication skillsadaptabilityproblem-solvingtime managementcollaborationinitiativecustomer servicecritical thinking