Executive, Operations & Event Virtual Assistant

Executive, Operations & Event Virtual Assistant

Role Overview
We are seeking an exceptionally organized, proactive Executive Virtual Assistant to serve as an operational right-hand partner. In this high-impact role, you will protect executive leadership’s time by organizing complex meeting schedules, managing lead pipelines, taking full ownership of inbox triage, facilitating live Zoom webinars, maintaining structured digital archives, and driving post-meeting action items across a Coaching Program and Non-Profit organization.

Key Responsibilities
Appointment Setting & Sales Support
Conduct outbound outreach and follow-up calls/messages to warm leads, qualify interest, and book discovery/sales calls.
Set up, monitor, and maintain lead capture forms and automated sales sequences in CRM/email platforms.
Manage booking calendars to ensure lead intake flows smoothly without double-booking or gaps.
Track lead status and update pipelines in the CRM system from initial contact to booked call.
Scheduling and Calendar Management
Schedule meetings with clients, stakeholders, and prospects.
Send confirmations, reminders, agendas, and Zoom links.
Reschedule meetings when necessary and maintain accurate calendars.
Ensure that meetings will not be missed through proactive calendar management.
Client Communication and Coordination
Send follow-up emails after meetings confirming next steps and deadlines.
Maintain professional and timely communication across primary email inboxes.
Actively track, surface, and respond to urgent client inquiries and high-priority messages to prevent communication delays.
Project Tracking and Follow-Through
Track items using the project management system.
Maintain task lists, deadlines, dependencies, and status updates.
Flag time-sensitive issues, bottlenecks, or priorities to keep deliverables on schedule.
Support delivery workflows including files, approvals, and links.
Administrative Support
Organize documents and maintain clean folder structures.
Maintain simple weekly reporting including status updates and action lists.
Keep internal boards updated with tasks, deadlines, and assignments.
Zoom & Live Webinar Support
Set up Zoom links, registration pages, automated reminder sequences, and presentation assets before live sessions.
Ensure executive leadership is fully briefed and prepared before going live
Act as live technical co-host during webinars and group coaching calls—monitoring live chat messages, managing Q&A, breakout rooms, poll launches, and tech troubleshooting.
Ensure offer links and booking calendar links are dropped in the chat at the designated time before the webinar ends.
Process cloud recordings, upload session links to member portals, and send out post-webinar resources and call-to-action links.

What Success Looks Like
Success in this role means:
High-Converting Lead Pipeline: Warm leads are called promptly, sales automations run smoothly, and discovery calls are consistently booked on the executive calendar.
Zero Missed Details & Seamless Calendars: Meetings are scheduled accurately across time zones, conflicts are handled proactively, and zero client or stakeholder commitments slip through the cracks.
Proactive Project Execution: Deliverables move continuously through the pipeline—client inputs are chased down before they become bottlenecks, and action items from every meeting are tracked to full completion.
Flawless Live Event Operations: Webinars and live Zoom calls run smoothly without technical glitches, executives are thoroughly prepared, and CTA offer links are shared seamlessly on live events.
Impeccable Digital Organization: Cloud drives, project boards, and client tracking systems remain structured, clutter-free, and instantly searchable at any given time.
Executive Peace of Mind: Executive leadership can focus fully on coaching, high-level strategy, and non-profit growth, knowing daily operations, sales pipeline, and communications are in expert hands.

Qualifications & Experience
Experience: Experienced Executive Virtual Assistant, Operations Assistant, or Sales/Appointment Setting Assistant supporting business leaders, coaches, or non-profit directors.
Sales & CRM Skills: Direct experience with appointment setting, phone/voice lead outreach, and maintaining CRM/sales automation tools (GoHighLevel or similar).
Systems & Project Tracking: Proven experience managing end-to-end task workflows, tracking project dependencies, and maintaining project management software (e.g., Asana, ClickUp, Notion, or Trello).
Zoom Facilitation (Required): Advanced hands-on experience co-hosting Zoom Webinars/Meetings, managing live Q&A, chat moderation, link dropping, and handling live technical troubleshooting.

Technical Toolkit:
Google Workspace (Docs, Sheets, Drive, Gmail, Calendar)
Scheduling Applications (Calendly, Acuity, or similar)
CRM & Sales Automation (GoHighLevel or similar)
Communication & Event Tools (Zoom, Google Meet)

Soft Skills: Exceptional written and verbal English, confident communication on phone calls, sharp attention to detail, strong boundaries, and a proactive approach to managing executive workflows.