Virtual Assistant – CRM, LinkedIn & AI Support

Company Overview

An independent mindset and business coach based in Toronto is working with individuals and business owners, currently running every part of the business solo. LinkedIn is the main channel (roughly 80–90% of activity), with Facebook as a secondary channel beginning to build. Client and prospect tracking is moving from a spreadsheet into HubSpot so contacts, follow-ups, and prompts all live in one place, alongside the development of new offers, including a "Tiny Challenge" program.

Role Overview Seeking a sharp, AI-savvy Virtual Assistant who is more than a task-runner. The right person understands CRMs and follow-up systems, can take ideas developed in ChatGPT and actually implement them, and will think alongside the founder – asking "why are we doing it this way?" and suggesting better approaches. The role starts with CRM management, follow-ups, and flagging prospect activity, with real scope to take on more (including direct prospect communication) as strengths and trust are proven.


NOTE: This is a 10-hour-a-week gig.

Key Responsibilities

• Set up and maintain HubSpot as the single hub for contacts, prospects, follow-ups, and tasks, including moving existing contacts over from the current spreadsheet.

• Action follow-up emails at the right intervals (e.g., 3–4 days after a touchpoint) using pre-built templates, so no prospect falls through the cracks.

• Keep contact records, pipeline stages, and notes accurate and current, so there is always clear visibility into where every conversation stands.

• Monitor LinkedIn activity and flag prospects, replies, and opportunities to be actioned.

• Implement new LinkedIn approaches and content ideas developed in ChatGPT – turning agreed plans into posts, messages, and workflows.

• Brainstorm strategy, challenge ideas where something could work better, and bring suggestions to the table.

• Support a gradual push onto Facebook, including helping plan and target Facebook ad campaigns.

• Learn the coaching offers (including the Tiny Challenge) well enough to understand conversations with clients and prospects.

• Over time: handle first-line prospect and FAQ-style messages in a direct, honest communication style.

Skills & Tools

• 3+ years in a VA, marketing support, sales support, or CRM admin role.

• Strong HubSpot experience (strongly preferred) – contacts, pipelines, templates, sequences, and tasks.

• Confident, everyday user of ChatGPT and other AI tools for drafting, research, and implementation.

• Solid understanding of LinkedIn for business growth – content, outreach, and prospect messaging.

• Excellent written English, with a direct, professional, and authentic tone.

• Independent thinker who is comfortable questioning the approach and offering better options.

• Nice to have: Facebook Ads and audience targeting experience.

• Nice to have: experience supporting coaches, consultants, or service-based businesses.