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Title: Independent Contractor – CPT-11275 Executive Assistant to Sales Director/Business Support VA/Junior-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A growing IT hardware distributor is seeking a highly organized Executive Assistant to support its Sales Director with executive administration, calendar management, communication, CRM organization, and day-to-day operational support.
The primary objective of this role is to remove administrative responsibilities from the Sales Director so he can focus on customer relationships, business development, and revenue-generating activities. The ideal candidate is proactive, tech-savvy, and comfortable managing both business and personal administrative tasks while keeping priorities organized and ensuring nothing falls through the cracks.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Executive Calendar & Time Management

• Manage the Sales Director's business and personal calendar
• Schedule internal meetings, customer meetings, and appointments
• Coordinate restaurant reservations, travel arrangements, and personal appointments
• Prevent scheduling conflicts and optimize calendar efficiency
• Send reminders and prepare daily schedules

Inbox & Communication Management

• Monitor and organize the Sales Director's Outlook inbox
• Prioritize emails requiring immediate attention
• Draft routine email responses for approval
• Answer incoming phone calls when the Sales Director is unavailable
• Take detailed messages and route requests appropriately
• Follow up with internal teams and external contacts as directed

Sales & CRM Administration

• Maintain accurate records within GoHighLevel CRM
• Update contacts, opportunities, and follow-up activities
• Assist with sales pipeline organization
• Maintain customer notes and supporting documentation
• Help prepare information needed for customer meetings
• Support sales administration and reporting activities

Administrative & Business Support

• Coordinate ordering and administrative purchasing tasks
• Organize files and documentation within Microsoft 365
• Maintain spreadsheets, trackers, and reports
• Assist with document preparation and workflow coordination
• Support internal operational projects as assigned

Personal Administrative Support

• Schedule medical appointments and personal commitments
• Assist with organizing household bills and payment reminders
• Coordinate personal errands that can be handled remotely
• Research products, vendors, or services as requested
• Assist with additional personal administrative tasks approved by the client

Process Improvement

• Help organize recurring workflows and administrative processes
• Identify opportunities to improve efficiency
• Document repeatable procedures and create basic SOPs
• Recommend practical technology solutions that improve productivity

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous Executive Assistant or Personal Assistant experience required
• Experience supporting sales executives or business owners preferred
• Microsoft Outlook and Microsoft 365 proficiency required
• CRM experience (GoHighLevel or similar) preferred
• Strong organizational and project coordination skills
• Professional phone communication experience
• Ability to manage confidential information with discretion
• Strong written and verbal English communication skills

IDEAL CANDIDATE PROFILE

• Experienced Executive Assistant supporting busy executives or sales leaders
• Exceptional organizational and time-management skills
• Strong written and verbal English communication skills
• Professional and polished on the phone
• Tech-savvy with strong Microsoft 365 proficiency
• Able to prioritize competing tasks independently
• Comfortable handling confidential business and personal information
• Proactive with excellent follow-through
• Interested in becoming a long-term extension of executive leadership

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Microsoft Outlook
• Microsoft 365
• Microsoft Teams
• GoHighLevel CRM (Preferred)
• Microsoft Excel
• Microsoft Word
• Calendar & Scheduling Software
• Secure VPN Access (Client Provided)

Work Schedule

• Contracted Hours per Week: 20 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time:  Flexible (U.S. Business Hours Preferred)

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL:  Junior, Senior Level
• Contracted Hours per Week: 20 hours/week
• Daily Working Time:  Flexible (U.S. Business Hours Preferred)
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English 
• ACCENT PREFERENCE:  Level A-B (Native or Near-Native English accent required)
• REGION PREFERENCES: Any

What we offer

• 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
• And more!