Customer Success & Sales Operations Administrative Virtual Assistant

Humamaria; United States; Remote; USD 25,000 - 44,000; Full time

Benefits offered by this job

Competitive rates

Weekly payments

Free training and upskilling

Constant support and guidance

Vibrant community

Job summary

20four7VA is seeking a remote Business Support VA to assist its Client Customer Success and Sales Operations teams. The contractor will handle scheduling, reports, and records maintenance while supporting recurring administrative tasks and client follow-ups.

The ideal candidate has strong written English, Excel/Sheets proficiency, and CRM experience (HubSpot preferred). Healthcare experience is valued, but not required.

Qualifications

• 2+ years of administrative, operations, or executive support experience required.
• AI-Forward Mindset: Leverages AI tools to maximize efficiency, productivity, and overall output.
• Strong Google Sheets and/or Microsoft Excel experience required.
• Excellent written English and professional communication required.
• CRM experience required; HubSpot strongly preferred.
• Experience preparing reports and validating data required.
• Slack or similar team collaboration experience preferred.
• Healthcare administration or healthcare technology experience strongly preferred.
• Skilled nursing facility or long-term care experience preferred.
• Customer Success or Sales Operations administrative experience preferred.
• Strong attention to detail and ability to manage multiple priorities required.

Responsibilities

• Schedule customer launch and training sessions, including Launch Fuel meetings.
• Maintain team calendars and coordinate internal meeting schedules.
• Pull, review, and prepare Wednesday and Friday customer utilization reports.
• Validate information and maintain accurate customer success records and CSU notes.
• Prepare customer follow-up email drafts using meeting notes and established guidance.
• Track outstanding customer-related action items and coordinate internal follow-ups through Slack.
• Maintain accurate sales and customer information in HubSpot.
• Update CRM records, activities, and supporting information.
• Organize and maintain contract files.
• Ensure contract information and related records remain current in HubSpot.
• Assist with routine sales-administrative follow-ups and documentation.
• Organize files, spreadsheets, reports, and shared business documents.
• Assist with detailed administrative projects assigned by management.
• Coordinate routine company mail forwarding and related logistics.
• Help maintain administrative processes and recurring task lists.
• Flag missing information, overdue items, or inconsistencies requiring attention.
• Provide updates on completed tasks and outstanding priorities.

Skills

Administrative support

AI productivity

Excel / Sheets

Written English

CRM experience

Data validation

Slack familiarity

Healthcare familiarity

Detail oriented

Multitasking

Tools

Google Sheets

Microsoft Excel

HubSpot

Slack

AI tools

Job description

Title: CPT-11674Customer Success & Sales Operations Administrative Virtual Assistant

Independent Contractor – CPT-11674 Customer Success & Sales Operations Administrative Virtual Assistant/Business Support VA/Junior-Advanced 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 U.S.-based healthcare technology company specializing in AI-powered clinical documentation and compliance solutions for skilled nursing facilities is seeking a full-time Business Support VA to assist its Customer Success and Sales Operations teams.

The position will focus on scheduling, preparing reports, maintaining accurate records, coordinating internal follow-ups, and completing recurring administrative tasks.

The ideal candidate will bring strong administrative experience, excellent written communication, spreadsheet proficiency, and the ability to manage detailed work independently. Healthcare or skilled nursing experience is highly valuable but not required.

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:

Customer Success Administration

• Schedule customer launch and training sessions, including Launch Fuel meetings
• Maintain team calendars and coordinate internal meeting schedules
• Pull, review, and prepare Wednesday and Friday customer utilization reports
• Validate information and maintain accurate customer success records and CSU notes
• Prepare customer follow-up email drafts using meeting notes and established guidance
• Track outstanding customer-related action items and coordinate internal follow-ups through Slack

Sales Operations & CRM Support

• Maintain accurate sales and customer information in HubSpot
• Update CRM records, activities, and supporting information
• Organize and maintain contract files
• Ensure contract information and related records remain current in HubSpot
• Assist with routine sales-administrative follow-ups and documentation

General Administrative & Operational Support

• Organize files, spreadsheets, reports, and shared business documents
• Assist with detailed administrative projects assigned by management
• Coordinate routine company mail forwarding and related logistics
• Help maintain administrative processes and recurring task lists
• Flag missing information, overdue items, or inconsistencies requiring attention
• Provide updates on completed tasks and outstanding priorities

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:

• 2+ years of administrative, operations, or executive support experience required
• AI-Forward Mindset: Leverages AI tools to maximize efficiency, productivity, and overall output.
• Strong Google Sheets and/or Microsoft Excel experience required
• Excellent written English and professional communication required
• CRM experience required; HubSpot strongly preferred
• Experience preparing reports and validating data required
• Slack or similar team collaboration experience preferred
• Healthcare administration or healthcare technology experience strongly preferred
• Skilled nursing facility or long-term care experience preferred
• Customer Success or Sales Operations administrative experience preferred
• Strong attention to detail and ability to manage multiple priorities required

IDEAL CANDIDATE PROFILE

• Highly organized, detail-oriented, and dependable
• Excellent written communicator with strong proofreading skills
• Comfortable working independently across multiple administrative priorities
• Strong spreadsheet and data-validation skills
• Proactive with follow-up and task completion
• Able to learn healthcare terminology and internal processes quickly
• Comfortable supporting a fast-growing, fully remote team
• Resourceful and capable of working from established procedures

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Google Workspace / Google Sheets
• HubSpot – Strongly Preferred
• Slack
• Microsoft Excel
• AI Productivity Tools – Familiarity Preferred
• Internal Reporting & Customer Success Platforms – Training Provided

Work Schedule

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 9:00 AM–5:00 PM EST

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, and Advanced Level
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: 9:00 AM–5:00 PM EST
• 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-C (Excellent Written English Required; No Specific Accent Preference)
• REGION PREFERENCES: Offshore

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!