Executive Virtual Assistant (Customer Experience & Business Operations)

You will bring the strengths of a great Executive VA: sound judgment, initiative, attention to detail, and the ability to move tasks forward without constant direction. This is also a hands-on, customer-facing position that includes phone and email support, booking inquiries, sales follow-up, and community outreach, not just traditional executive calendar or inbox management.

You will help families receive timely, consistent support for birthday parties, group visits, memberships, and other inquiries. You will also coordinate follow-ups, build relationships with schools and community organizations, and help marketing and day-to-day business operations stay on track.

Key Responsibilities

1. Customer Communication, Booking Support & Follow-Up

* Serve as a reliable point of contact by answering and returning customer calls, emails, voicemails, and online inquiries promptly and professionally.

* Assist customers with questions about birthday parties, group visits, memberships, admissions, schedules, policies, pricing, and availability.

* Track birthday inquiries, missed calls, abandoned bookings, and prospective customers, then follow through to help turn interest into confirmed bookings.

* Keep customer notes and communications accurate and organized so information stays consistent across channels and team members.

* Identify complaints, exceptions, or concerns that require management attention and escalate them appropriately.

2. Lead Tracking, Outreach & Relationship Coordination

* Organize CRM contacts, opportunities, notes, pipeline stages, next steps, and follow-up dates so information is easy for the team to act on.

* Take ownership of follow-up lists and keep active leads moving until they are booked, completed, or appropriately closed.

* Research and conduct outreach to schools, PTOs, daycares, preschools, homeschool groups, sports organizations, churches, and community partners.

* Support opportunities such as group visits, field trips, fundraisers, community events, birthday parties, and partnership programs.

* Provide concise updates on outreach, open opportunities, outstanding decisions, and next actions.

3. Executive VA & Business Operations Support

* Coordinate approved customer email campaigns, audience lists, promotions, reactivation efforts, and basic campaign tracking.

* Maintain the marketing content calendar, schedule approved social media posts, and assist with simple graphics and promotional materials.

* Support employee scheduling, recruiting coordination, onboarding administration, and routine communication with vendors, candidates, and partners.

* Keep trackers, shared files, templates, task lists, documentation, and standard operating procedures organized and up to date.

* Assist with additional administrative needs such as ordering, inventory administration, payroll preparation, reporting, or website/content updates as assigned.

Required Qualifications

* Strong spoken and written English for professional calls, emails, follow-ups, and internal updates.

* Confident, approachable phone presence and willingness to speak directly with customers and partners.

* Experience as an Executive Virtual Assistant, Executive Assistant, Administrative VA, Operations VA, Customer Support VA, or in a similar coordination role. Relevant transferable experience is welcome.

* Excellent organization and attention to detail across inboxes, records, shared files, and trackers.

* Ability to prioritize competing requests, manage deadlines, and keep multiple follow-ups moving.

* Comfortable working independently and collaborating remotely with a U.S.-based team.

* Consistent follow-through, sound judgment, and a proactive approach to pending tasks.

* Comfortable learning new systems, following processes, and documenting or improving workflows.

* Availability for the Tuesday to Saturday U.S. Central Time schedule (overnight hours in the Philippines).

Preferred Experience

Experience in one or more of the following is an advantage:

* Supporting a founder, executive, small business owner, or busy team

* CRM, lead tracking, and customer follow-up

* Email marketing, customer segmentation, or campaign coordination

* Content calendars, social media scheduling, Canva, or basic content creation

* Outbound outreach, partnership coordination, or sales support

* Hospitality, events, family entertainment, party planning, or other customer-facing businesses

Tools You May Work With

You may work with tools for CRM and email marketing, business phone management, booking/POS, employee scheduling and payroll, Google Workspace, shared file management, workflow tracking, content creation, and website administration. Current systems include Brevo, Nextiva, LilyPad, Homebase, Google Workspace, Airtable, Google Drive, Canva, ChatGPT, and Base44. Familiarity with every platform is not required; being resourceful and willing to learn is important.

What Success Looks Like

You will be successful when customers receive prompt, professional responses; bookings and leads are consistently followed up; important tasks and records stay organized; outreach and marketing activities move forward; and the owner or team can rely on you to handle recurring operational work with minimal supervision.