Executive Assistant, HubSpot Experience

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Generate and dispatch statements or invoices, monitor payments, and document company expenditures.

• Collect data on industry trends, best practices, and publicly accessible information; compile findings reports and comparative analyses.

• Organize and maintain documents and files systematically.

• Create lead lists or meeting minutes, transcribe audio recordings, prepare payroll information, and organize research notes effectively.

• Conduct product research, procure goods, and obtain samples.

• Store, update, and gather information for marketing and sales initiatives using a CRM system.

• Oversee project monitoring, manage internal communications, and structure company data.

• Coordinate team schedules, avoid scheduling conflicts, and ensure clients are prepared and punctual for meetings.

• Develop itineraries and arrange travel accommodations, including hotels and rental cars.

• Manage incoming calls and make appointment or informational inquiry calls as needed.

• Respond to emails, follow up on correspondence, organize inboxes, and inform clients about crucial emails.

• Consolidate data and content into cohesive reports and presentation slides.

• Upload videos, address negative reviews, and maintain account profiles.

• Upload and enhance exhibitor lists; oversee conference data hygiene and organization in Airtable and HubSpot.

• Utilize ZoomInfo to enrich contacts at targeted conference accounts and associate booked meetings with deals.

• Process closed deals through HubSpot and billing workflows in accordance with established SOPs.

• Troubleshoot and unenroll deals when issues arise.

• Deduplicate companies and contacts weekly and resolve enrichment workflow errors.

• Apply deal source attribution in line with documented SOPs.

• Perform ad hoc tasks as required.

⛳️ Requirements

• At least 5 years of experience as an Executive Assistant to C-level executives (CEO, COO, etc.).

• A Bachelor's degree or any relevant certificate course (required).

• Exceptional communication skills via phone, email, and instant messaging.

• Proficient in English communication, both written and verbal (minimum B2 level).

• Strong organizational and time management capabilities.

• Tech-savvy and familiar with current technologies, including desktop sharing, cloud services, and VoIP.

• Experience with word processing software and spreadsheets (e.g., MS Office).

• Knowledge of online calendars and scheduling tools (e.g., Google Calendar).

• A proactive attitude and eagerness to learn.

• Availability to work the graveyard shift.

• HubSpot experience is essential (non-negotiable).

• Comfortable working with recorded video SOPs and written documentation.

• Consistently meets deadlines; proactively communicates if a deadline may be at risk.

• Ability to adhere to structured processes while identifying inefficiencies.

• USB headset with noise-canceling features.

• Working webcam.

• Computer with a minimum 1.8 GHz processor and at least 4GB RAM.

• Primary internet service speed of at least 25 Mbps cable connection.

• Backup internet service speed of at least 10 Mbps.

🏝️ Benefits

• Health Insurance (HMO).

• Performance Incentives.

• Job Security and Stability.

• Paid Training.

• Inclusive Culture.

• Upskilling Opportunities.

• 100% Work-From-Home.

• Exceptionally Supportive Team.

• Opportunities for Career Growth.

• Fun Work Environment.

• Holiday & Overtime Pay.

• Affiliate referral program earning up to $30 if a referral is hired.