Looking for: General Virtual Assistant (Outreach & Admin)
Role Overview:
We are seeking a proactive, organized, and business-minded Virtual Assistant to support a professional speaker, trainer, consultant, and educator based in Maryland, USA. This role will serve as a strategic partner in managing sales and business development activities, helping generate new opportunities, nurture client relationships, coordinate follow-ups, and maintain operational structure.
The ideal candidate is confident in client-facing communication, comfortable promoting professional services, highly organized, and capable of balancing diplomacy with firm business follow-through. This person will help ensure opportunities move forward efficiently while allowing the business owner to focus on speaking engagements, training, content development, and client delivery.
Scope of Work:
Sales & Lead Generation
- Research and identify potential speaking, training, consulting, and workshop opportunities.
- Build and maintain prospect databases.
- Conduct outreach through LinkedIn, email, and other appropriate channels.
- Initiate conversations with prospective clients and event organizers.
- Follow up consistently with leads and prospects.
- Track lead status and maintain accurate records of outreach activities.
Client & Relationship Management
- Manage ongoing communication with prospects and clients.
- Schedule meetings, discovery calls, and follow-up discussions.
- Act as a professional liaison on behalf of the business owner when appropriate.
- Help position and promote the business owner’s expertise and services.
- Maintain relationships with existing clients and referral partners.
Administrative & Business Operations Support
- Manage calendar coordination and scheduling.
- Assist with proposal follow-ups and client communications.
- Support invoicing and payment follow-up activities.
- Monitor pending opportunities and ensure timely responses.
- Help establish and maintain organizational systems and workflows.
- Keep project documents, notes, and records organized.
Accountability & Executive Support
- Provide structure and organization to ongoing business activities.
- Help prioritize tasks and opportunities.
- Keep sales opportunities moving forward through consistent follow-up.
- Serve as a professional “business-side” partner who can communicate confidently, firmly, and tactfully when required.
Success Metrics, successful performance in this role may include:
- Consistent generation of qualified leads and opportunities
- Improved follow-up and client response rates
- Increased speaking and consulting bookings
- Efficient management of client communications
- Strong organization of business systems and workflows
- Reliable support that enables the business owner to focus on high-value activities
Ideal Candidate Profile, we are looking for someone who is:
- Highly organized and detail-oriented.
- Proactive and self-directed.
- Professional and confident in client communications.
- Comfortable with sales conversations and follow-up activities.
- Not afraid to ask for commitments, decisions, or payments when appropriate.
- Diplomatic, firm, and relationship-focused.
- Strong in executive functioning, planning, and process management.
- Able to bring structure and accountability to a creative and fast-moving business environment.
- Comfortable working independently while collaborating closely with the business owner.
Qualifications:
- Required:
- Previous experience as a Virtual Assistant, Executive Assistant, Sales Assistant, or Business Development Assistant.
- Strong written and verbal English communication skills.
- Experience with lead generation and prospect research
- Experience with client acquisition and relationship management..
- Experience managing calendars, client communications, and follow-ups.
- Strong organizational and time management skills.
- Ability to work with minimal supervision.
- Preferred:
- Experience supporting speakers, trainers, coaches, consultants, or professional service businesses.
- Familiarity with event-related outreach and speaking engagements.
- Experience handling invoicing and accounts receivable follow-up.
Tools & Systems, Experience with the following is preferred:
- Google Workspace (Gmail, Google Calendar, Google Drive)
- Notion
- CRM or lead-tracking systems (preferred but not required)
- Microsoft Office Suite (optional)
- Candidates with recommendations for improved systems and workflows are encouraged to share them.
Shifts & Hours:
- Starting with a minimum of 10 hours per week; semi-flexible shift
- Preferred availability for occasional overlap with U.S. Eastern Time (EST) business hours
- Ability to handle time-sensitive follow-ups when needed
- Opportunity to increase hours as business growth and workload expand
Target Start Date:
- Flexible; hiring will prioritize finding the right long-term fit rather than filling the role urgently
- Ideal onboarding period: Summer 2026
- Goal is to build momentum and establish systems ahead of the busy Fall speaking season