Virtual Assistant – Calendar & Email Management + Phone Follow-Up (Native English, US Number)

Seeking a reliable, detail-oriented virtual assistant with native English fluency, access to a U.S. phone number, and proven experience in calendar management, email triage/management, and phone follow-up. This role supports high-leverage entrepreneurial workflows: scheduling, inbox zero execution, and outbound/ follow-up outreach. Clear communication, ownership, and responsiveness are required.

Scope / Key Responsibilities:

Full calendar management: schedule, reschedule, prioritize, buffer time, conflict resolution, and preparation briefs. Tools: Google Calendar, Outlook, or equivalent.

Email management: inbox triage, flagging/action tagging, drafting replies based on templates/briefs, following up on outstanding items, maintaining threads, and escalating when needed.

Phone follow-up: place and receive calls as needed (e.g., confirming appointments, following up on proposals, leaving concise voicemails, and escalating urgent items). Comfortable reading and executing from scripts; logging outcomes.

Proactive reminders and follow-ups (calendar invites, email nudges, phone touches) to ensure no “stale” items; ownership of next-step tracking.

Drafting concise status summaries / daily sync notes.

Managing and updating simple CRM or tracking spreadsheets (e.g., lead/follow-up status).

Executing recurring operational workflows with minimal supervision (e.g., weekly scheduling review, recurring outreach sequences).

Data entry related to contact outcomes, call summaries, and scheduling changes.

Required Qualifications:

Native-level English fluency (written and spoken).

Access to and regular use of a U.S. phone number capable of outbound/inbound calls and voicemail (can be via VoIP with reliable quality).

Minimum 2+ years supporting executives/founders in calendar + inbox management.

Demonstrated experience with phone follow-up in a professional context.

Strong organizational systems, attention to detail, and ability to prioritize under ambiguity.

Comfortable with asynchronous communication and owning follow-up without hand-holding.

Reliable internet and availability overlap with U.S. Central Time (preferred).

Familiarity with tools such as: Google Workspace (Calendar, Gmail), Outlook, Slack, simple CRMs (Airtable, Notion, HubSpot light use), and task trackers.

Preferred:

Experience with templated outreach/follow-up sequences.

Basic familiarity with scheduling tools (e.g., Calendly, SavvyCal) and integrating them into workflows.

Ability to edit and adapt email/phone templates for tone and context quickly.

Experience logging calls and outcomes in spreadsheets or CRMs.

Engagement Details:

Part-time initial trial (e.g., 10–15 hours/week) with potential to scale.

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