Executive Assistant (Scheduling & Lead Nurturing)
Philippines / South Africa
VA/EA – Operations /
Executive Assistant / Part-Time /
Remote
Role Overview
We are seeking a reliable and autonomous Executive Assistant to support the co-founder of a performance marketing agency with scheduling, lead follow-ups, and relationship management. The ideal candidate will be highly organized, proactive, and comfortable managing communication with business contacts on the client’s behalf. This role begins part-time, with the strong potential to transition into a full-time, long-term role based on performance. This role is perfect for a self-starter EA who enjoys building
relationships, managing communications, and keeping a business
development pipeline moving forward.
Key Responsibilities
● Scheduling & Calendar Management
○ Coordinate and schedule meetings with business contacts, clients, and leads.
○ Manage Google Calendar and send timely meeting invites.
○ Handle scheduling adjustments and reschedules promptly.
● Lead Nurturing & Follow-Up
○ Reach out to warm leads (primarily existing network contacts) via email, WhatsApp, or iMessage.
○ Send follow-up communications, reminders, and nurture relationships over time.
○ Track leads and schedule periodic check-ins (e.g., quarterly follow-ups).
● Communication Management
○ Draft and send professional emails on behalf of the co-founder.
○ Maintain a polite, professional, and reliable tone that represents the client’s brand.
○ Ensure timely responses to scheduling requests and follow-up emails.
● CRM & Data Tracking
○ Maintain records of lead communication and follow-ups using HubSpot (preferred).
○ Track relationship history and upcoming touchpoints.
○ Provide regular updates and summaries to the client.
Must-Haves
- 3+ years of experience as an Executive Assistant, Administrative VA, or Client-Facing Coordinator.
- Strong organizational and communication skills.
- Ability to work independently and make low-level scheduling decisions autonomously.
- Reliability in following through on tasks (must ensure commitments are executed on time).
- Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets).
- Comfortable using WhatsApp and iMessage for communication.
- Fluent in written and spoken English.
Nice-to-Haves
- Experience with HubSpot CRM or similar tools.
- Prior work in a marketing or agency environment.
- Strong relationship management skills and familiarity with client-facing roles.
$500 - $1,100 a month
Employment: Part-Time (20 hrs/week) with potential to grow to Full-Time
Time Zone: Pacific Time (U.S.) — must align with working hours
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