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 HubSpot Years of Experience Needed 3