Executive Virtual Assistant — CRO Support (Financial Services)

Role:

The Executive Virtual Assistant is the operational backbone of a fast-growing financial advisory firm. You'll work directly with the Chief Revenue Officer to eliminate bottlenecks, execute processes, and keep systems running so leadership can focus on strategy instead of admin.

This isn't a "check your email and schedule meetings" VA role. You'll be inside HubSpot pulling reports and executing outreach, posting social media replies through Sprout Social, coordinating contractors, running SMS broadcasts, and keeping our project management system clean and current. You'll follow SOPs we've already built, but you'll also be expected to flag when something is broken and suggest a better way.

Here's what you'll actually do:

- Post AI-generated social media replies across Facebook, Instagram, LinkedIn, YouTube, and X through Sprout Social — reviewing each for quality before publishing
- Manage SMS broadcast campaigns — pulling lists from HubSpot, scheduling sends, and monitoring delivery
- Pull and compile reports from HubSpot — surfacing key metrics, pipeline snapshots, and deal activity summaries so leadership doesn't have to dig for information
- Keep our project management system (Asana) organized — chasing tea ---------- mbers for status updates, archiving dead projects, and ensuring dashboards reflect reality
- Handle webinar logistics — registration list management, reminder sequences, post-event follow-up segmentation, and replay distribution
- Coordinate marketing contractors — collecting deliverables, tracking deadlines, routing approvals, and following up so nothing falls through the cracks

To win in this role, you need to be detail-oriented, proactive, and comfortable working across multiple platforms simultaneously. You should be someone who takes ownership of processes — not someone who waits to be told what to do next.

## Why This Role Matters (for You):

If you want to learn how a high-growth US financial services company actually operates — from sales pipelines to marketing automation to client experience — this role gives you a front-row seat.

You'll work directly with leadership, not through layers of middle management. You'll touch every part of the business: sales ops, marketing, content, client experience, and technology. That breadth of exposure is rare and will make you significantly more valuable in any future role.

We invest in training. We have documented SOPs, video walkthroughs, and AI tools that do the heavy thinking — your job is reliable execution and continuous improvement. We don't micromanage, but we do expect ownership.

If you thrive in structured environments where the playbook exists and you just need to run it well — you'll love this. If you need someone standing over your shoulder to stay productive, this isn't the right fit.

## Responsibilities

- Execute social media engagement workflows daily — reviewing AI-generated replies for tone and accuracy, then publishing through Sprout Social across all platforms
- Manage and send SMS marketing broadcasts using our SMS platform, including list preparation and scheduling
- Own the YouTube production coordination workflow — tracking recurring tasks, managing approvals, and ensuring content ships on schedule
- Compile weekly CRM reports — pulling pipeline snapshots, deal velocity metrics, and activity summaries from HubSpot so leadership has what they need without digging for it
- Maintain project management hygiene in Asana — collecting status updates, archiving completed or abandoned projects, and keeping dashboards accurate
- Coordinate webinar operations end-to-end — from registration list pulls through post-event follow-up sequences
- Serve as the communication layer between leadership and marketing contractors — tracking deliverables, deadlines, and approvals
- Document and improve processes — when you find a better way to do something, write it down so it scales

## Results

- Social media replies posted within 24 hours of comment, with zero off-brand or inaccurate responses published
- Weekly CRM reports delivered on time — leadership has pipeline and activity visibility without asking for it
- Asana dashboards reflect actual project status — every active project has a current status update
- Webinar logistics executed without missed steps — registrations captured, reminders sent, follow-ups segmented
- Contractor deliverables tracked and delivered on time — nothing falls through the cracks between request and completion

## Requirements

- 3+ years of experience as a Virtual Assistant, Executive Assistant, or Operations Coordinator supporting US-based businesses
- Strong working knowledge of HubSpot CRM (deal management, contact properties, list building, task management)
- Experience with social media management tools (Sprout Social preferred, but Hootsuite, Buffer, or similar accepted)
- Proficiency in project management tools (Asana, Monday, ClickUp, or similar)
- Excellent written English — you'll be reviewing client-facing social media content in a regulated industry
- Highly organized with strong attention to detail — financial services has zero tolerance for sloppy mistakes
- Self-motivated and proactive — you flag problems before they become emergencies
- Comfortable learning new tools quickly — we use HubSpot, Sprout Social, Asana, Slack, SalesMessage, Google Workspace, and several other platforms
- Reliable internet connection and a quiet workspace for occasional video calls

## Nice to Have (Not Required)

- Experience in financial services, wealth management, or insurance industries
- Familiarity with SMS marketing platforms (SalesMessage, ClickSend, or similar)
- Experience with webinar platforms (EverWebinar, Zoom Webinars, or similar)
- Basic understanding of sales pipelines and CRM workflows
- Experience coordinating with contractors or freelancers

## Schedule & Compensation

- **Hours:** Full-time (40 hours/week)
- **Schedule:** Flexible, with 3-4 hours of overlap required during US Mountain Time business hours (9 AM – 5 PM MT) for real-time communication and approvals
- **Rate:** $7–$10/hour USD, depending on experience
- **Type:** Long-term, ongoing position — this is not a project-based role

## About Us

Q3 Advisors is a flat-fee fiduciary financial advisory firm specializing in Roth conversion strategies. We've grown from $1.9M to $15M+ in revenue in three years with a lean, high-performance team. We move fast, we build systems, and we take care of our people.

You'll be joining a team that includes sales reps, financial planners, marketing specialists, and operations staff — all working together to help retirees keep more of their money. The work matters, the team is sharp, and the company is growing.