[Hiring] Business Support Virtual Assistant / Executive Assistant @Diane Prince Co.

Role Description

We’re looking for a proactive and highly organized Business Support Virtual Assistant / Executive Assistant to work directly with a US-based business owner and help manage day-to-day operations, lead nurturing, and business growth initiatives. This role goes beyond traditional administrative support. You’ll help organize business priorities, follow up on client opportunities, coordinate marketing activities, and turn strategic plans into actionable tasks. The ideal candidate takes initiative, identifies what needs attention, and moves projects forward without waiting for daily instructions. Experience supporting a founder, entrepreneur, or service-based business is highly valued.

Work Setup: Remote

Type: Part-Time (Contractor)

Time Zone: MST

What You'll Do

• Manage weekly priorities, outstanding tasks, deadlines, and follow-ups, turning business discussions and plans into actionable steps.
• Organize and maintain lead tracking systems, respond to new inquiries, reconnect with warm and inactive leads, and monitor follow-up opportunities.
• Support marketing and business development activities, including LinkedIn engagement, content coordination, promotional tasks, and referral partner outreach.
• Coordinate photography editing workflows by sourcing and vetting editors, assigning work, and tracking deliverables when needed.
• Support basic financial and administrative organization, including document management, bookkeeping routines, and coordination with external accounting specialists.
• Identify operational gaps, recommend improvements, establish repeatable processes, and provide regular progress updates to the business owner.

Qualifications

• 3–5+ years of experience in executive assistance, business support, or operations, preferably working directly with founders or small business owners.
• Strong initiative and independent problem-solving skills, with examples of taking ownership and proactively moving business priorities forward.
• Experience managing client inquiries, lead follow-ups, CRM systems, and customer or client relationships.
• Excellent written and spoken English, with confidence communicating directly with US-based clients and business partners.
• Strong organizational, prioritization, and task management skills, with the ability to implement plans rather than simply complete assigned tasks.
• Professional judgment, accountability, discretion, and the confidence to make suggestions and manage confidential business information.

Preferred Qualifications

• Experience supporting photographers, creative agencies, coaches, consultants, or other service-based businesses.
• Familiarity with LinkedIn outreach, social media coordination, content scheduling, and marketing administration.
• Experience managing CRM pipelines, re-engaging inactive leads, and improving follow-up processes.
• Knowledge of photography editing workflows and coordinating freelancers or external contractors.
• Familiarity with QuickBooks Online for basic financial administration, bookkeeping routines, or document organization.
• Experience developing SOPs, improving workflows, or collaborating with a business coach or fractional COO.

Tools & Platforms

Candidates should have experience using some or all of the following:

• Required:
• Google Workspace – strong proficiency
• HubSpot or equivalent CRM platform – intermediate proficiency
• Asana, ClickUp, Trello, or equivalent project management tool – experience with at least one
• Google Sheets or Microsoft Excel – intermediate proficiency
• Preferred:
• LinkedIn – hands-on outreach or engagement experience
• Canva – for basic graphic design and marketing support
• QuickBooks Online – helpful but not mandatory for the ongoing VA role
• Adobe Lightroom or Photoshop – familiarity for coordinating photography editors
• Calendly or equivalent scheduling tools
• Experience with similar tools may also be considered.

Before You Apply

To help us review your application and match you with the right opportunity, please make sure your resume includes:

• The tools, software, and platforms you have experience using
• A clear description of your responsibilities and accomplishments in each previous role

A detailed and up-to-date resume will help us better understand your experience and identify opportunities that match your skills.

Ready to Apply?

If you’re ready to bring your skills, experience, and initiative to a remote role, we’d love to hear from you. Apply today and take the next step in your remote career with Caya.