Virtual Technical Operations Assistant (Jira / Confluence / HubSpot)

IMPORTANT – PLEASE READ BEFORE APPLYING

To help us identify candidates who are detail-oriented and comfortable working with operational systems, please carefully follow the instructions below.

When submitting your application, please start your message with the word:

STRUCTURE

Then include the following four items at the top of your application:

The phrase: “Systems Operations Assistant Application.”

A short description (2–3 sentences) describing your experience with Jira, Confluence, or HubSpot.

Your hourly rate expectation.

Confirmation that you are willing to work U.S. business hours (Eastern Time).

Applications that do not follow these instructions may not be reviewed.


ABOUT THE ROLE

We are seeking a Virtual Technical Operations Assistant who will help support our team in operating several internal systems including Jira, Confluence, and HubSpot, along with limited administrative coordination.

This role is best suited for someone who is comfortable working inside software platforms, organizing information, creating templates and forms, and helping teams extract useful information from operational systems.

This is not a system architecture or developer role. Instead, the assistant will help keep our operational tools organized, structured, and up to date.

The role is initially a part-time role of 20-25 hours per week with the potential to expand to full-time.

Approximately:

60–70% of the role will involve system support
30–40% will involve administrative coordination

PRIMARY RESPONSIBILITIES

SYSTEM SUPPORT (60–70%)

Assist the team with operational management of internal systems.

Jira
• Create and manage tickets
• Maintain project boards
• Configure basic ticket templates and fields
• Assist with intake forms
• Run queries and generate reports
• Help keep workflows organized

Confluence
• Create and maintain documentation pages
• Organize knowledge base content
• Format and structure internal documentation
• Maintain page hierarchy and structure

HubSpot
• Update contacts, companies, and deals
• Maintain pipelines and records
• Generate reports and dashboards
• Assist with workflow updates
• Extract data for reporting and analysis

General Systems Support
• Maintain organized data and documentation
• Assist with extracting information from systems
• Help teams maintain structured operational tools

ADMINISTRATIVE SUPPORT (30–40%)

Provide light operational and administrative support including:

• Managing calendars and scheduling meetings
• Coordinating meetings with multiple participants
• Preparing meeting notes or summaries
• Ordering basic office supplies when needed
• Assisting with internal coordination tasks
• Helping maintain organized workflows for the team

REQUIRED SKILLS

• Experience working with Jira, Confluence, or similar project management systems
• Experience using HubSpot or other CRM platforms
• Strong organizational and documentation skills
• Excellent written English
• Strong attention to detail
• Ability to work independently in a remote environment
• Must work US Eastern Time Business Hours

PREFERRED EXPERIENCE

• 3+ years working as an operations assistant, project coordinator, or CRM support role
• Experience supporting software or technology teams
• Experience preparing reports or dashboards
• Familiarity with Microsoft 365 or Google Workspace

IDEAL CANDIDATE

The ideal candidate:

• Enjoys organizing systems and processes
• Is detail-oriented and structured
• Is comfortable learning new tools quickly
• Can help teams keep operational platforms organized
• Communicates clearly and professionally