Operations & Business Support Virtual Assistant

Role Overview

• Provide day-to-day back-office operational support
• Manage and maintain outreach campaigns across sales engagement and automation platforms, including list building, sequencing, and A/B testing
• Research and build targeted prospect lists aligned with the firm's ideal client profiles
• Monitor campaign performance metrics and prepare weekly reporting for the team
• Maintain CRM data hygiene and ensure lead and client records are accurate and up to date
• Support the scheduling and coordination of business development demos and introductory calls
• Assist with outreach messaging and template refinement
• Manage administrative coordination across internal teams
• Handle document preparation, editing, and organization
• Manage DocuSign workflows and related documentation
• Support internal process improvement and task prioritization
• Use AI tools (Claude, ChatGPT, or similar LLMs) to generate and refine:
• Custom candidate Visual Resumes following the firm's standardized methodology
• Job descriptions sourced from client meetings, transcripts, and briefing notes
• Client briefing documents summarizing search strategies, benchmarks, and compensation
• Perform quality assurance on AI-generated outputs, including:
• Cross-referencing AI outputs against source documents (resumes, interview transcripts, recruiter notes) to catch hallucinations or inaccuracies
• Verifying the accuracy of skills, experience, job titles, and achievement claims
• Editing grammar, clarity, and writing style to ensure a professional tone
• Ensuring content is concise, relevant, and client-ready
• Help optimize AI prompts and workflows over time
• Prepare Visual Resumes for shortlisted candidates by gathering candidate information from resumes, interview transcripts, and recruiter notes
• Create candidate summaries, skill breakdowns, and key differentiators for each profile
• Help prepare job briefing pages for clients, including search strategies, compensation benchmarks, and role overviews
• Maintain and update Visual Resume templates as the format evolves
• Track Visual Resume turnaround times and flag any bottlenecks in the production process
• Book interviews and meetings across multiple time zones
• Coordinate calendars and ensure correct time zone alignment
• Populate meeting links and ensure accurate scheduling
• Communicate with candidates and internal stakeholders as needed
• Assist with reference check coordination and follow-up
• Perform database clean-ups and profile enrichment
• Tag, update, and organize candidate and client records
• Maintain internal knowledge base, project management pages, and shared file structures
• Assist with ad-hoc projects during slower pipeline periods
• Identify opportunities to improve internal processes and workflows through automation or AI-driven solutions
• Support evolving operational needs as the firm scales

Requirements

• Strong attention to detail and accuracy, especially when reviewing client-facing deliverables
• Excellent written English communication skills — ability to review, edit, and QA documents for accuracy, grammar, and professional tone
• High level of critical thinking and problem-solving ability — can identify errors and inconsistencies in AI-generated content
• Comfortable working with AI tools including large language models (experience with Claude, ChatGPT, or similar is a strong asset)
• Proficient with CRM platforms, outreach and automation tools, and LinkedIn
• Strong organizational and time-management skills
• Ability to work independently with minimal supervision
• Tech-savvy and quick to adapt to new platforms and multi-tool workflows
• No specific degree required; soft skills and performance are prioritized.

Benefits

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you