Executive Virtual Assistant (HubSpot Specialization)

What We're Looking For
Proven experience supporting founders or executives in a fast-paced environment
Advanced HubSpot skills; this will be assessed during recruitment and surface-level familiarity is not enough
Experience creating SOPs, process documentation, training materials, and knowledge base resources, with strong process-mapping and workflow documentation skills
Strong written and verbal communication in English
Highly organized, detail-oriented, and self-directed
Comfortable working with AI tools (ChatGPT, Claude, and similar)
Proactive by default; spots gaps and acts on them without being asked
Authentic, warm, and professional working style
Takes feedback well and incorporates it immediately

TASKS DESCRIPTION
HubSpot Management (Primary Focus)
Build and maintain automations, workflows, and sequences
Manage CRM structure, properties, pipelines, and associations
Set up and manage ticketing systems, task automation, and lifecycle stages
Build and troubleshoot reporting dashboards and custom reports
Manage integrations (Slack, Zapier, forms, calendars, and third-party tools)
Manage lead routing, notifications, and internal alerts
Create and maintain organized processes inside HubSpot
Document HubSpot processes as SOPs

SOP Creation and Documentation
Create, maintain, and continuously improve Standard Operating Procedures, process documentation, and knowledge base resources for recurring business operations.
Develop clear step-by-step guides and training materials while ensuring all company documentation stays accurate, organized, accessible, and up to date.
Work from Brianna's brain dumps and direction, ask clarifying questions, edit based on feedback, finalize for publishing, and coordinate distribution to the right Slack channels with proper audience tagging and deadlines.

Inbox Management
Clean up and reorganize Gmail inbox (folders, labels, and rules — currently in conflict with Fixer settings)
Send a morning email summary each day highlighting emails that require Brianna's response
Reply to emails on Brianna's behalf using templates (VA will create templates for approval)
Flag and escalate priority senders immediately via Slack

Calendar Coordination
Manage Google Calendar proactively — schedule meetings, flag conflicts, and suggest resolutions
Protect Wednesdays (no meetings) and preferred scheduling window of 9:30 AM – 4:00 PM CST
Add agendas to all meetings Brianna creates; ensure attendees come prepared
Prepare Brianna for meetings she is attending (pull relevant info, send 24-hour reminders)
Support recurring meetings: Monday all-hands, bi-weekly ELT/Operations meeting, one-to-ones
Cancel and reschedule meetings as directed

Slack Monitoring
Monitor high-priority Slack channels as determined by Brianna
Surface urgent items that require Brianna's attention
Ensure Brianna's unread mentions and action items are flagged (in addition to her existing Claude automation)

Task Management Support
Work alongside Brianna's weekly Excel to-do tracker
Flag tasks that are pending and proactively offer to move them forward
Suggest and take ownership of tasks within their scope without waiting to be asked

Daily Communication
Morning check-in: what's being prioritized for the day
End-of-day update: what was completed, what's in progress, what carries over
Consistent Slack communication throughout the shift; text or call if something is urgent

TO APPLY:
Send an email to ----------
Use the subject line: BB-EVA Part-time 20
Attach your UPDATED CV
Complete this assessment (takes 5 minutes): ---------- Assistant&lang=en

In the body of you email answer the following:
1. Have you taken the hirebus assessment required during application?
2. Do you have experience with HubSpot? Please elaborate depth and features you've used or how you've used the platform.
3. Do you hold any licenses with HubSpot? if yes, please attach those in the email as well
4. Have you ever worked as an EVA? If yes, how long?
5. Are you comfortable with the schedule of the work as outlines below?
9:00 AM – 1:00 PM CST | Monday through Friday | 20 hrs/week
6. Are you able to start ASAP?

*we won't be able to entertain those who do not know how to follow instructions as this is an EVA role after all