Admin Assistant

Administrative & Operations Associate

Employment TypeFull-time, Independent Contractor (40 hours/week)

Work ModelRemote

Work HoursUS Business Hours alignment

Role Overview

We are seeking an organized, detail-driven Administrative & Operations Associate to manage back-office administration, CRM database hygiene, and operational reporting. This is a 100% non-phone operational seat designed for an analytical professional who excels at maintaining clean data pipelines, building spreadsheet reports, and supporting business operations behind the scenes.

In this role, you will own the daily administrative rhythm of our CRM platform ( HubSpot ) and data tracking systems ( Google Sheets / Excel ). Working closely with internal leadership, you will organize contact records, audit lead activity, build operational tracking dashboards, and ensure internal workflows run smoothly without requiring phone/customer-facing calls.

Key Responsibilities

1. CRM Management & HubSpot Hygiene

- Database Maintenance: Update, audit, and clean contact, company, and deal records inside HubSpot to ensure 100% database accuracy.

- Pipeline Operations: Track opportunity lifecycle stages, assign deal properties, and ensure task follow-ups are correctly logged for the team.

- Workflow Support: Help maintain automated email sequences, contact lists, property tags, and internal notification workflows.

2. Data Entry, Spreadsheets & Reporting

- Google Sheets / Excel Modeling: Clean, format, and organize raw operational data using advanced spreadsheet functions (XLOOKUP, Pivot Tables, IMPORTRANGE, QUERY).

- Metrics Tracking: Build and maintain recurring weekly/monthly internal tracking dashboards to monitor key business metrics and operational output.

- System Reconciliation: Cross-reference operational records between HubSpot, Google Sheets, and third-party tools to resolve data discrepancies.

3. General Administrative & Operations Support

- Inbox & Triage Management: Organize internal shared email inboxes, flag priority items, and route messages to appropriate team members.

- Document & SOP Hygiene: Maintain organized Google Drive file structures and write clear, step-by-step Standard Operating Procedures (SOPs) for recurring admin tasks.

- Async Task Execution: Independently track open operational action items, follow up with internal team members via Slack/email, and manage daily checklists to completion.

Required Skills & Qualifications

- Core Tool Proficiency: Demonstrated hands-on experience using HubSpot CRM (contact hygiene, pipeline tracking) and Google Sheets / Excel (intermediate-to-advanced data management).

- Administrative Track Record: 2–4+ years of professional experience in virtual assistance, back-office administration, operations support, or data entry.

- 100% Asynchronous Focus: Strong preference for non-phone, execution-heavy work with exceptional attention to detail.

- Written English & Communication: Flawless written English for documentation, internal Slack updates, and clear written reporting.

- Self-Directed Execution: High attention to detail, strong time-management skills, and the ability to complete tasks accurately with minimal daily supervision.

Preferred Qualifications

- Prior experience supporting a fast-paced US-based business or remote team.

- Experience creating automated workflows or dashboard integrations between HubSpot and Google Sheets.