[Hiring] Virtual Assistant - CRM, Outreach & Digital Operations @Winning Assistants

Role Description

Our Client is seeking a reliable, proactive, and growth-minded Virtual Assistant to support a small but expanding nonprofit organization run by a dedicated leadership team. The organization is focused on community impact and is now ready to scale through stronger communication, better outreach, and improved systems.

The right candidate will be trusted with real responsibility, encouraged to take initiative, and supported while learning on the job. Leadership values personality, communication, and ownership over perfection.

The goal of this role is to reduce administrative burden, improve digital systems, and allow leadership to focus on community work, programming, and family responsibilities.

Core Responsibilities

• Maintain timely and accurate CRM updates
• Collect, organize, and track donation data from the past year
• Assist with issuing year-end donor receipts
• Support and help complete the CRM transition from Neon CRM to CiviCRM
• Work closely with leadership to learn systems collaboratively during the transition
• Ensure accurate donor records and clean data management

Platforms & Tools You’ll Work With

• Neon CRM – currently used for donation tracking and CRM management
• CiviCRM – upcoming transition; VA will learn this alongside leadership
• WordPress – assist with updating and maintaining a website that has not been updated in several years
• Google Voice – support the organization’s phone and communication system

Creative, Outreach & Growth Support

• Create and edit designs using Canva
• Assist with social media management
• Support outreach efforts for sponsors and partners
• Help improve communications and outreach strategies to support organizational growth

What Success Looks Like

• Accurate, up-to-date CRM records
• Organized and reliable donation tracking
• Successful completion of the CRM migration
• Proactive problem-solving and initiative
• Significantly reduced administrative workload for leadership

Experience Requirements

• Medical education or degree: Not required
• Previous experience as a Virtual Assistant: Preferred but not required
• Medical license (doctor, nurse, PT, etc.): Not required

Basic Requirements

• Excellent English comprehension, speaking, and writing skills (non-negotiable)
• Relevant work experience in administrative, CRM, digital, or support roles
• Strong attention to detail and ability to follow instructions accurately
• Ability to work independently without constant micromanagement
• Proactive personality with a willingness to take initiative
• Open to learning, growing, and being trained
• Someone who can be trusted with responsibility and ownership
• Ability to submit an NBI Clearance and/or Local Police Clearance before onboarding (mandatory)
• Availability for video meetings with camera on when required

Technical Requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.