Sales & Crm Virtual Assistant

Job Description

• This is a remote position.
• The primary scope of this contracting role is to provide versatile administrative and marketing support to an established business brokerage assisting clients with buying and selling businesses.
• Availability: Approximately 4 hours per day (20 hours per week), with hours dependent on business requirements and growth.
• The primary objective of the role is to drive organisational growth and direct prospect engagement through a combination of structured email and telephonic outreach strategies, targeted marketing campaign execution, and reliable operational support.

Contract Term

• Initial engagement: Approximately 4 hours per day (up to 20 hours per week)
• Work arrangement: Remote
• Schedule: Flexible, aligned with commercial priorities, operational demands, and business growth
• Contract type: Independent Contractor

Scope of Services

Outbound Prospecting & Lead Generation The contractor will:

• Execute cold calling initiatives to identify and engage prospective buyers and sellers.
• Conduct direct outreach to generate qualified leads and business development opportunities.
• Identify key decision-makers and maintain an active pipeline of potential clients.
• Handle initial discovery interactions and route qualified prospects to the advisory team.

Email Outreach & Engagement The contractor will:

• Develop and execute structured email outreach sequences targeted at prospects and clients.
• Manage follow-up workflows to ensure consistent prospect engagement.
• Monitor response rates and refine email messaging to maximise conversion.
• Support long-term client nurturing and relationship-building efforts via email.

Marketing Campaign Management The contractor will:

• Set up, launch, and monitor ad-hoc marketing campaigns across designated channels.
• Coordinate campaign assets and ensure messaging aligns with brokerage objectives.
• Track campaign performance, engagement metrics, and lead acquisition data.
• Adjust campaign parameters to improve reach and effectiveness.

Operational & Administrative Support The contractor will:

• Deliver versatile administrative and marketing support to assist the wider operational team.
• Maintain accurate records of client interactions, campaign data, and lead statuses.
• Handle ad-hoc operational tasks and documentation to support transaction workflows.
• Coordinate daily tasks to ensure smooth cross-functional collaboration.

Systems & Platform Coordination The contractor will:

• Utilise HubSpot to track contacts, pipeline stages, campaign activities, and outreach logs.
• Manage professional communications and scheduling via Microsoft Outlook and Microsoft Teams.
• Prepare, organise, and format documents and reports using Microsoft Office.
• Coordinate workflows across integrated outreach platforms and marketing tools.

Deliverables The contractor will provide:

• Weekly Deliverables
• Summary of call volumes, outreach activities, and direct prospect responses.
• Active marketing campaign status updates and initial engagement metrics.
• Pipeline update detailing newly identified and qualified leads.
• Operational support log of completed administrative and marketing tasks.

Monthly Deliverables

• Comprehensive outreach and lead generation performance report.
• Marketing campaign effectiveness and ROI analysis.
• Summary of database updates and CRM hygiene in HubSpot.
• Recommendations for optimising outreach sequences and operational efficiency.
• Overview of completed activities and milestones achieved.

Requirements

The contractor should demonstrate:

• Proven experience running structured email outreach initiatives and managing marketing campaigns.
• Demonstrated background in sales prospecting, cold calling, and lead qualification.
• Strong capability to deliver versatile administrative and marketing support on a flexible, ad-hoc basis.
• Strong organizational skills with high attention to detail in data entry and documentation.
• Excellent written and verbal English communication skills for client-facing engagement.
• High level of self-motivation and the ability to operate independently in a remote setting.
• Required Software Skills The contractor must possess hands-on proficiency with:
• HubSpot (CRM and pipeline tracking)
• Microsoft Outlook
• Microsoft Teams
• Microsoft Office (Word, Excel, PowerPoint)
• Specialist email outreach and marketing platforms