Seasoned Mid to Senior Virtual Assistant – Executive Support, Email & Calendar Management, Bookkeeping & CRM Specialist

About brighthush and the Opportunity

brighthush is a forward‑thinking, technology‑driven organization that empowers businesses to thrive in a fast‑paced, digital world. Our mission is to streamline operations, elevate customer experiences, and unlock growth for our clients through innovative solutions and exceptional service. As part of our expansion, we are looking for a highly skilled Mid to Senior Virtual Assistant to join our dynamic team and provide executive‑level support to our leadership and key stakeholders.

In this role, you will become the backbone of our daily operations, ensuring that every email, calendar event, financial record, and client interaction is handled with precision and professionalism. You will work closely with our executive team, collaborate with cross‑functional departments, and play a pivotal role in maintaining the seamless flow of information that keeps brighthush moving forward.

Key Responsibilities

• Email Management
  • Monitor and triage a high volume of incoming emails (approximately 60 per day), prioritizing urgent requests and ensuring timely responses.
  • Draft, edit, and send professional correspondence on behalf of senior leaders.
  • Maintain a clean, organized inbox and implement effective filing systems.
• Calendar & Meeting Coordination
  • Schedule, reschedule, and confirm meetings across multiple time zones.
  • Prepare agendas, meeting minutes, and follow‑up action items.
  • Coordinate logistics for virtual and in‑person events.
• Virtual Meeting Support
  • Attend Zoom and other video conferences, taking detailed notes and capturing key decisions.
  • Distribute minutes and ensure action items are tracked.
• Client & Partner Communication
  • Respond to inquiry calls and emails from clients, partners, and potential customers.
  • Send daily invoices and estimates, ensuring accuracy and compliance.
  • Follow up on delinquent invoices (30–60 days via email, over 60 days via phone calls).
  • Handle group tour requests and special inquiries that contribute to ~20% of revenue.
• Financial Administration
  • Process payroll using the brighthush payroll system, including logging hours and generating paychecks.
  • Update QuickBooks Desktop with routine charges (e.g., dump fee, gas, ending payroll).
  • Prepare payroll spreadsheets and send PDFs to clients for check issuance.
  • Review tour reports, adjust tickets and payroll for cash payments, and alert clients to any incidents.
• Data Management & Reporting
  • Maintain an up‑to‑date dashboard in Excel, reflecting monthly sales and key performance indicators.
  • Update the CRM (Keap) with client and lead information, ensuring data integrity.
  • Research licensing and regulatory requirements for new city expansions (infrequent but critical).
• Marketing & Outreach
  • Create and schedule seasonal email campaigns, including quarterly newsletters.
  • Develop email follow‑up sequences for potential clients.
  • Post engaging content on social media platforms, showcasing current tours and company culture.
  • Reach out to potential partners such as hotels, schools, and other strategic collaborators.
• Human Resources Support
  • Review resumes from platforms like Indeed for future truck‑based employee roles.
  • Assist in the creation and refinement of Standard Operating Procedures (SOPs) for repeatable tasks.
• Personal Projects & Ad‑hoc Tasks
  • Book travel arrangements for executives and key personnel.
  • Support special projects as directed by senior leadership.

Essential Qualifications

• 5–8 years of professional experience, including 1–2 years assisting an executive or owner, preferably within a U.S. context.
• Fluency in English, both written and spoken, with exceptional communication skills.
• Proficient in intermediate Excel and Google Docs, capable of creating complex spreadsheets and dashboards.
• Light bookkeeping experience, comfortable reconciling accounts and managing financial data.
• Tech‑savvy mindset, able to quickly learn and master new applications and platforms.
• Strong organizational skills, with a proven ability to manage multiple priorities simultaneously.
• Meticulous attention to detail, ensuring accuracy in all tasks.
• Demonstrated ability to work U.S. business hours (8:00 AM–5:00 PM EST) with flexibility for occasional after‑hours support.
• Excellent phone etiquette and email professionalism.
• Adaptability and a proactive approach to problem‑solving.

Preferred Qualifications

• Experience with payroll systems such as brighthush payroll or similar.
• Familiarity with QuickBooks Desktop and CRM platforms like Keap.
• Background in the travel, tourism, or event management industry.
• Knowledge of U.S. licensing and regulatory requirements for business expansion.
• Previous experience in a virtual assistant role within a high‑growth startup.

Skills & Competencies

• Advanced time‑management and prioritization.
• Strong analytical and problem‑solving abilities.
• High level of confidentiality and discretion.
• Excellent interpersonal skills, fostering collaboration across teams.
• Self‑motivation and a results‑driven mindset.
• Adaptability to evolving tools, processes, and business needs.

Career Growth & Learning Opportunities

At brighthush, we believe in nurturing talent and providing clear pathways for advancement. As a Mid to Senior Virtual Assistant, you will:

• Gain exposure to executive decision‑making and strategic initiatives.
• Develop expertise in financial management, CRM administration, and marketing automation.
• Participate in leadership training programs and mentorship opportunities.
• Contribute to process improvement projects that shape the future of our operations.
• Position yourself for potential roles in Operations Management, Project Management, or Business Development.

Work Environment & Company Culture

brighthush thrives on a culture of innovation, collaboration, and continuous improvement. Our remote‑first environment offers:

• Flexible work arrangements within the U.S. business hours window.
• A supportive, inclusive team that values diverse perspectives.
• Regular virtual team gatherings, knowledge‑sharing sessions, and social events.
• A commitment to work‑life balance, with clear boundaries and respect for personal time.
• Access to cutting‑edge tools and resources that empower you to excel.

Compensation & Benefits

While specific figures are tailored to experience and skill level, brighthush offers a competitive salary package that includes:

• Base salary commensurate with industry standards for senior virtual assistants.
• Performance‑based bonuses and incentives.
• Health, dental, and vision insurance options.
• Paid time off (PTO) and holiday schedule aligned with U.S. observances.
• Professional development budget for courses, certifications, and conferences.
• Access to a comprehensive employee wellness program.

Why Join brighthush?

By joining brighthush, you will become part of a forward‑looking organization that values your expertise and invests in your growth. You will:

• Work with a passionate leadership team that rewards initiative and results.
• Play a pivotal role in shaping the operational backbone of a rapidly expanding company.
• Enjoy a collaborative, supportive culture that celebrates achievements and fosters learning.
• Benefit from a flexible, remote work model that respects your personal commitments.

Ready to Apply?

If you are a seasoned virtual assistant with a track record of excellence, ready to take on a challenging and rewarding role, we invite you to apply to brighthush today. Bring your expertise, enthusiasm, and commitment to excellence, and help us drive success for our clients and our organization.

Click the link below to submit your application and join our team of dedicated professionals.