Seasoned Mid to Senior Virtual Assistant – Executive Support, Email & Calendar Management, Bookkeeping & CRM Specialist – Remote, High‑Impact Role at brighthush

Welcome to brighthush – Where Innovation Meets Impact

At brighthush, we’re not just a technology‑driven organization; we’re a movement that empowers businesses to thrive in an ever‑evolving digital landscape. Our mission is simple yet powerful: streamline operations, elevate customer experiences, and unlock sustainable growth for our clients through cutting‑edge solutions and exceptional service. As we expand our footprint, we’re looking for a seasoned Mid to Senior Virtual Assistant who can become the backbone of our daily operations and help us keep the momentum going.

Why This Role Matters

In a world where every email, calendar event, financial record, and client interaction can make or break a day, you’ll be the guardian of our executive team’s time and the steward of our company’s pulse. You’ll work closely with senior leaders, collaborate across 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 (≈60 per day), prioritizing urgent requests and ensuring timely responses.
  • Draft, edit, and send professional correspondence on behalf of senior leaders, maintaining brand voice and tone.
  • Implement and maintain an organized inbox system, including filing, archiving, and tagging for quick retrieval.
  • Proactively identify and flag potential issues or opportunities within email threads.
• Calendar & Meeting Coordination
  • Schedule, reschedule, and confirm meetings across multiple time zones, ensuring optimal availability for all stakeholders.
  • Prepare agendas, meeting minutes, and follow‑up action items, distributing them promptly to participants.
  • Coordinate logistics for virtual and in‑person events, including room bookings, tech checks, and catering arrangements.
  • Maintain a master calendar that reflects all executive commitments and project milestones.
• Virtual Meeting Support
  • Attend Zoom and other video conferences, taking detailed notes and capturing key decisions and action items.
  • Distribute minutes and ensure action items are tracked and completed on time.
  • Provide technical support during meetings, troubleshooting connectivity or presentation issues.
• Client & Partner Communication
  • Respond to inquiry calls and emails from clients, partners, and potential customers with professionalism and speed.
  • Send daily invoices and estimates, ensuring accuracy, compliance, and timely delivery.
  • Follow up on delinquent invoices (30–60 days via email, over 60 days via phone calls) to maintain healthy cash flow.
  • Handle group tour requests and special inquiries that contribute to ~20% of revenue, ensuring a seamless customer experience.
• Financial Administration
  • Process payroll using the brighthush payroll system, including logging hours, generating paychecks, and reconciling discrepancies.
  • Update QuickBooks Desktop with routine charges (e.g., dump fee, gas, ending payroll) and maintain accurate financial records.
  • Prepare payroll spreadsheets and send PDFs to clients for check issuance, ensuring compliance with tax and labor regulations.
  • Review tour reports, adjust tickets and payroll for cash payments, and alert clients to any incidents or discrepancies.
• Data Management & Reporting
  • Maintain an up‑to‑date dashboard in Excel, reflecting monthly sales, key performance indicators, and trend analysis.
  • Update the CRM (Keap) with client and lead information, ensuring data integrity, segmentation, and timely follow‑ups.
  • Research licensing and regulatory requirements for new city expansions, compiling findings into actionable reports.
  • Generate ad‑hoc reports for senior leadership, providing insights that drive strategic decisions.
• Marketing & Outreach
  • Create and schedule seasonal email campaigns, including quarterly newsletters that showcase brand stories and product highlights.
  • Develop email follow‑up sequences for potential clients, nurturing leads through the sales funnel.
  • Post engaging content on social media platforms, showcasing current tours, company culture, and industry trends.
  • Reach out to potential partners such as hotels, schools, and other strategic collaborators, building relationships that expand our reach.
• Human Resources Support
  • Review resumes from platforms like Indeed for future truck‑based employee roles, screening for fit and potential.
  • Assist in the creation and refinement of Standard Operating Procedures (SOPs) for repeatable tasks, ensuring consistency and scalability.
  • Coordinate interview logistics, schedule candidate meetings, and provide feedback to hiring managers.
• Personal Projects & Ad‑hoc Tasks
  • Book travel arrangements for executives and key personnel, including flights, accommodations, and itineraries.
  • Support special projects as directed by senior leadership, ranging from process improvement initiatives to event planning.
  • Act as a liaison between departments, ensuring projects stay on track and resources are allocated efficiently.

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, dashboards, and data visualizations.
• 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.
• Contribute to projects that have a tangible impact on our clients’ success and our company’s trajectory.

Ready to Make an Impact?

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.