Advanced Level Executive Assistant + CRM Management VA (Graveyard Shift)

Job Application Code: 003731 (add this to the application form)

Working Hours: Monday to Friday, 11 PM onwards

This role requires experience and knowledge of the following Apps:

Office 365 (Outlook, Teams & Excel) – a Must
Zoho CRM
AI tools eg chatGPT for email writing
Calendar Booking Tool/App (No scheduling tool atm)
MS Teams for daily chats

Overview

Company Overview

We are seeking an experienced and highly organized Advanced Executive Assistant and CRM Management Virtual Assistant for a graveyard shift. In this role, you will provide comprehensive support to our executive team and manage our CRM system. The ideal candidate has a proven track record in executive assistance, strong organizational skills, and CRM expertise, handling tasks efficiently and professionally.

VA Role Overview:

Executive Assistance

Email Management (High Priority)
- Inbox Management: Filtering and Organisation of Important Emails from Spam
- Preparing draft response and/or Responding to Client Emails
- Email updates and follow-ups
Calendar Management (High Priority)
- Creating meeting events and event arrangements
- Confirmation of bookings
- Helping prep the client (with files and information) for the booked day-to-day meetings
Liaising with departments and other contacts
Processing of Dictations re Meeting Notes, Task Instructions and voicemail messages
Organize and file documents (Cloud or Folders)

CRM Management (Zoho)

Database Updates (Contacts and Client Information)
Meeting Notes
Document storage and organisation

Personal Bookkeeping (Personal Expense Tracking)

Receipt reconciliation: Keep track and organise the client’s cashflow, receipts and invoices
Create reports (MS Excel)

Ideal Candidate Qualities:

Proven experience in CRM management (e.g., Salesforce, HubSpot, Zoho CRM).
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Exceptional organizational and multitasking skills.
Excellent verbal and written communication skills.
High level of discretion and confidentiality.
Strong attention to detail and accuracy.
Ability to work independently and prioritize tasks effectively.