Virtual Assistant

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

📋 Description

• Business & Financial Operations Contract Operations: Dispatch contracts, MSAs, Pilot Agreements, and templates (via DocuSign/HubSpot) for signatures, monitor their status, and systematically organize signed copies into the appropriate customer records.

• Invoicing & Payments: Handle vendor, partner, and ad hoc invoice payments (using platforms such as Rho); oversee, retry, and resolve any failed payments on a daily basis.

• Revenue & Usage Support: Regularly review customer usage data (e.g., Metronome) to identify accounts nearing overages, and gather usage/account data prior to customer renewals to provide comprehensive context for terms evaluation.

• Customer Lifecycle & Offboarding: Ensure billing/subscription systems (like Stripe/Metronome) are updated following customer offboarding and manage associated Jira tickets.

• Expense & Vendor Management: Oversee recurring vendor billing, monitor partner/referral payments, process weekly reimbursements, and coordinate requests for company card issuance.

• Internal Operations: Track the completion of security questionnaires in a centralized status tracker and incorporate ongoing updates to HR policies/handbooks (via Rippling).

• Go-To-Market (GTM) & Sales Operations HubSpot Command: Serve as the gatekeeper for the CRM. Create and maintain precise CRM records/deals following discovery calls, ensure accurate attribution, and maintain a "zero-leak" pipeline.

• Pipeline Management: Consistently follow up on open deals to keep pipeline status updated, refresh ARR dashboards, and disseminate deal-status reports.

• Growth & Lead Generation: Assist with outbound outreach, conduct market research, and compile targeted Total Addressable Market (TAM) lists.

• Outreach Systems: Organize and manage LinkedIn outreach sequences utilizing tools like LinkedIn Sales Navigator and StoreLeads, and oversee shared team inboxes/calendars as necessary.

• Systems Building & AI Leverage SOP Documentation: Create clear, actionable Standard Operating Procedures (SOPs) in central repositories like Notion.

• Process Automation: Embrace an AI-forward mindset—identifying process enhancements and employing low-code/no-code tools or AI productivity software (ChatGPT/Gemini/Claude) to streamline manual, repetitive tasks.

⛳️ Requirements

• 1–3+ years of experience in roles such as Virtual Assistant, Operations Specialist, Business/Sales Operations, or Executive Support in dynamic environments.

• A minimum of 1 year of solid, non-negotiable expertise in HubSpot, especially in deal creation and tracking.

• Demonstrated experience managing sensitive invoicing, payments, and contract management from start to finish with utmost discretion and accuracy.

• Ability to maintain a sharp focus on detail while managing competing, intricate workflows across both Business Operations and GTM.

• A proactive, hands-on approach with a history of consistently delivering daily output and independently closing tasks with minimal oversight.

• Strong familiarity with or eagerness to learn AI and automation tools to enhance personal and organizational workflows.

• Outstanding professional written and verbal communication skills in English for B2B outreach, documentation, and internal communications.

• Quick adaptability to modern software ecosystems (e.g., CRM, LinkedIn Sales Navigator, DocuSign, Slack, Rippling, Jira, Rho, Notion).

🏝️ Benefits

• Competitive Compensation: Your efforts are valued. Enjoy a competitive salary and benefits package, including comprehensive HMO coverage and optical reimbursements.

• Flexible Work Options: Work on your terms! If you're located outside of Baguio City, enjoy a permanent work-from-home arrangement. For those within Baguio, our hybrid work model combines the best of both worlds.

• Wellness Matters: Take time to recharge! Our flexible vacation and sick leave policies empower you to prioritize your well-being, promoting a healthy work-life balance.

• Pathways to Success: Your journey with us is filled with opportunities for growth. We are committed to developing your career and supporting your advancement within the organization.