Executive Virtual Assistant (Customer Experience & Business Operations)
Remote | Company Confidential | 40 hours/week Rate: $5.50/hour + performance-based increase after 6 months Tentative Schedule: Tuesday to Saturday, approximately 9:00 AM to 6:00 PM Central Time (overnight hours in Manila). Schedule may be adjusted based on business needs.
About the Role
We are hiring an organized, Company Confidential Executive Virtual Assistant to be a dependable remote operations partner for a growing family entertainment business. Company Confidential role is a strong fit for someone who has supported a founder, executive, small business owner, or busy team and enjoys keeping communications, priorities, and follow-ups organized.
You will bring the strengths of a great Executive VA: sound judgment, initiative, attention to detail, and the ability to move tasks forward without constant direction. Company Confidential is also a hands-on, customer-facing position that includes phone and email support, booking inquiries, sales follow-up, and community outreach, not just traditional executive calendar or inbox management.
You will help families receive timely, consistent support for birthday parties, group visits, memberships, and other inquiries. You will also coordinate follow-ups, build relationships with schools and community organizations, and help marketing and day-to-day business operations stay on track.
Key Responsibilities
1. Customer Communication, Booking Support & Follow-Up
Serve as a reliable point of contact by answering and returning customer calls, emails, voicemails, and online inquiries Company Confidential and professionally.
Assist customers with questions about birthday parties, group visits, memberships, admissions, schedules, policies, pricing, and availability.
Track birthday inquiries, missed calls, abandoned bookings, and prospective customers, then follow through to help turn interest into confirmed bookings.
Keep customer notes and communications accurate and organized so information stays consistent across channels and team members.
Identify complaints, exceptions, or concerns that require management attention and escalate them appropriately.
2. Lead Tracking, Outreach & Relationship Coordination
Organize CRM contacts, opportunities, notes, pipeline stages, next steps, and follow-up dates so information is easy for the team to act on.
Take ownership of follow-up lists and keep active leads moving until they are booked, completed, or appropriately closed.
Research and Company Confidential outreach to schools, PTOs, daycares, preschools, homeschool groups, sports organizations, churches, and Company Confidential.
Support opportunities such as group visits, field trips, fundraisers, community events, birthday parties, and Company Confidential programs.
Provide concise updates on outreach, open opportunities, outstanding decisions, and next actions.
3. Executive VA & Business Operations Support
Coordinate approved customer email campaigns, audience lists, promotions, reactivation efforts, and basic campaign tracking.
Maintain the marketing content calendar, schedule approved social media posts, and assist with simple graphics and promotional materials.
Support employee Company Confidential, recruiting coordination, onboarding administration, and routine communication with vendors, candidates, and Company Confidential.
Keep trackers, shared Company Confidential, templates, task lists, documentation, and standard operating procedures organized and up to date.
Assist with additional administrative needs such as ordering, inventory administration, payroll preparation, reporting, or website/content updates as assigned.
Required Qualifications
Strong Company Confidential and written English for professional calls, emails, follow-ups, and internal updates.
Confident, approachable phone presence and willingness to speak directly with customers and Company Confidential.
Experience as an Executive Virtual Assistant, Executive Assistant, Administrative VA, Operations VA, Customer Support VA, or in a similar coordination role. Relevant transferable experience is welcome.
Excellent organization and attention to detail across inboxes, records, shared Company Confidential, and trackers.
Ability to prioritize competing requests, manage deadlines, and keep multiple follow-ups moving.
Comfortable working independently and collaborating remotely with a U.S.-based team.
Consistent follow-through, sound judgment, and a Company Confidential approach to pending tasks.
Comfortable learning new systems, following processes, and documenting or Company Confidential workflows.
Availability for the Tuesday to Saturday U.S. Central Time schedule (overnight hours in the Philippines).
Preferred Experience
Experience in one or more of the following is an advantage:
Supporting a founder, executive, small business owner, or busy team
CRM, lead tracking, and customer follow-up
Email marketing, customer segmentation, or campaign coordination
Content calendars, social media Company Confidential, Company Confidential, or basic content creation
Outbound outreach, Company Confidential coordination, or sales support
Hospitality, events, family entertainment, party planning, or other customer-facing businesses
Tools You May Work With
You may work with tools for CRM and email marketing, business phone management, booking/POS, employee Company Confidential and payroll, Company Confidential Workspace, shared file management, workflow tracking, content creation, and website administration. Current systems include Company Confidential, Company Confidential, LilyPad, Company Confidential, Company Confidential Workspace, Company Confidential, Company Confidential Drive, Company Confidential, ChatGPT, and Company Confidential. Familiarity with Company Confidential platform is not required; being resourceful and willing to learn is important.
What Success Looks Like
You will be successful when customers receive prompt, professional responses; bookings and leads are consistently followed up; important tasks and records stay organized; outreach and marketing activities move forward; and the owner or team can rely on you to Company Confidential recurring operational work with minimal supervision.
Originally posted on Himalayas
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