Executive Virtual Assistant — CRM Hygiene, Mail-Merge, Reporting (Full-Time, EST)

About us:
-US-based (New York) acquisitions firm focused on small business buyouts in healthcare.
-Operating since 2020, lean team working in Streak/HubSpot, Google Workspace, and Slack.
-Long-term PH hires with clear SOPs, structured training, and performance-based step-ups.

About the role:
Support an acquisitions firm by keeping the pipeline organized and moving: list building, CRM updates, outreach tracking, seller packet prep, and weekly KPI reporting. The focus is accuracy, follow-through, and documented processes.

Why this role:
You’ll own the systems that keep deals moving—clear SOPs, stable hours, and a path to higher pay based on measurable results.

Key outcomes:
-CRM is clean and current daily: all touches logged, next actions set, objections noted, statuses correct.
-Outreach is tracked end-to-end: verified lists, mail merges executed, tracking logs updated, 48-hour receipt follow-ups done.
-Meeting and diligence prep are ready on time: pre-call briefs, request lists, file naming and version control per SOPs.
-Reporting cadence holds: daily end-of-day notes; Friday KPI one-pager with wins, next goals, and blockers.

Responsibilities:
-Build and verify contact lists; normalize CSVs and enrich data.
-Prepare and log letters/emails; maintain tracking; update CRM tasks and notes.
-Create pre-call checklists and seller briefs; maintain an objections log.
-Compile weekly KPIs: contacts, replies, NDAs, financials received, term sheets sent.

Requirements:
-PH-based, excellent written English, strong attention to detail.
-CRM experience (Streak, HubSpot or similar), Google Sheets/Excel proficiency.
-Comfortable following SOPs, checklists, and structured reporting.
-Schedule: core overlap of 3 hours with EST (New York); remainder on PH daytime. Full EST night shift is available for candidates who prefer it.
-Reliable home internet, a VPN active during all work sessions, and a secure secondary connection (e.g., mobile hotspot) as backup.
-Quiet workspace and dependable equipment for calls and screen shares.

Nice to have:
-Experience supporting sales or M&A teams.
-Mail merge execution and version control for documents.

Schedule and compensation:
-Full-time, 40 hrs/week, long-term role.
==>5,000 PHP per week to start, with performance-based step-ups at 30/60/90 days tied to:
==>Accuracy (CRM data entry error rate under 1%)
==>On-time follow-ups (95%+ within SLA)
==>Dashboard quality (complete, on time, decision-ready each Friday)
-13th-month bonus and tenure-based increases for sustained performance.
-Paid one-week trial to start.


How to apply (follow every step):
-Email subject line: “No, this isn’t for me if you don’t need CRM hygiene.”
-Include a 2-minute Loom introducing yourself and answering:
==>How do you ensure CRM data accuracy day to day?
==>How would you prevent dropped balls across 200+ leads?

Our process:
-Skills screen: timed data test (verify contacts, normalize a CSV, update 10 CRM records).
-One-week paid trial: 50-lead project, letter tracking, CRM updates, daily EOD notes, and a Friday KPI dashboard.
-Decision via scorecard: accuracy, timeliness, SOP compliance, and clarity of reports.