Role Description

We are looking for a proactive, highly organized, and detail-oriented Virtual Assistant – Project Coordinator to support our clients with executive assistance, CRM management, project coordination, lead generation, and administrative operations.

The ideal candidate should be comfortable managing multiple responsibilities, coordinating with clients and internal teams, maintaining CRM databases, tracking project progress, and ensuring that business activities are completed within agreed timelines.

This role requires someone who takes ownership, anticipates potential challenges, follows up consistently, and can work independently with minimal supervision.

Key Responsibilities

1. CRM Management & Operations

- Manage and maintain CRM platforms, including HubSpot, GoHighLevel (GHL), Salesforce, Zoho, or similar tools.
- Update contact records, manage pipelines, track leads, and maintain accurate customer information.
- Manage CRM workflows, contact segmentation, tags, and data organization.
- Monitor lead statuses, follow-ups, and customer interactions.
- Generate CRM reports and maintain accurate operational records.
- Assist with CRM automation, workflow management, and process improvements.

2. Executive Assistance & Administrative Support

- Manage executive calendars, schedule meetings, and coordinate appointments.
- Monitor emails, prioritize communications, and follow up on pending requests.
- Prepare meeting agendas, take meeting minutes, and maintain action-item trackers.
- Conduct research, prepare presentations, and organize business documentation.
- Assist with travel arrangements, expense tracking, and other administrative requirements.
- Support executives with daily operational priorities and special assignments.

3. Project Coordination & Management

- Coordinate project activities, timelines, deliverables, and dependencies.
- Maintain project trackers, task assignments, and progress reports using Asana, ClickUp, Trello, Monday.com, or similar platforms.
- Coordinate with internal teams, clients, vendors, and external stakeholders.
- Monitor deadlines, identify delays, and proactively follow up on pending tasks.




- Prepare weekly project status reports and maintain project documentation.
- Identify potential bottlenecks and escalate risks to relevant stakeholders.
- Ensure projects remain aligned with agreed scope, timelines, and quality expectations.

4. Lead Generation & Business Development Support

- Research and identify potential clients using LinkedIn, Google, online directories, and other platforms.
- Build targeted prospect lists based on predefined ideal customer profiles (ICPs).
- Extract, verify, organize, and maintain prospect contact information.
- Support LinkedIn prospecting, email outreach, and lead follow-up activities.
- Maintain lead generation trackers and monitor outreach performance.
- Assist with sales pipeline management and appointment scheduling.
- Research companies, competitors, and potential business opportunities.

5. Client & Vendor Coordination

- Act as a coordination point between clients, internal teams, and external vendors.
- Maintain professional communication and provide timely project updates.
- Follow up on outstanding deliverables, approvals, documentation, and payments.
- Assist with onboarding new clients and coordinating required information.
- Maintain vendor records, track service deliverables, and support vendor management.
- Ensure client requests are documented, assigned, and followed through to completion.

6. Reporting & Business Operations

- Prepare operational reports, spreadsheets, dashboards, and presentations.
- Maintain business documentation, SOPs, and process trackers.
- Assist with invoice tracking, payment follow-ups, and basic financial administration.
- Identify opportunities to improve workflows and operational efficiency.
- Support other business operations and administrative tasks as required.

Required Skills & Qualifications





- 1–3 years of experience in Virtual Assistance, Executive Assistance, Project Coordination, Operations, or a related role.
- Hands-on experience with CRM platforms such as HubSpot, GHL, Salesforce, or Zoho.
- Good understanding of project management tools such as Asana, ClickUp, Monday.com, or Trello.
- Experience with lead generation, prospect research, and database management.
- Strong proficiency in Microsoft Office and Google Workspace, particularly Excel, Google Sheets, and Google Docs.
- Excellent written and verbal English communication skills.
- Strong organizational, multitasking, and time-management abilities.
- Ability to manage multiple projects and stakeholders simultaneously.
- Positive analytical skills and attention to detail.
- Ability to work independently, take ownership, and meet deadlines.

Preferred Qualifications

- Experience working with international clients, particularly US-based businesses.
- Familiarity with email marketing platforms and automation tools.
- Knowledge of LinkedIn Sales Navigator and prospecting tools.
- Basic understanding of sales pipelines, business development, and client onboarding.
- Experience preparing reports, dashboards, and operational documentation.
- Familiarity with AI-powered productivity and automation tools.

Key Competencies

- Ownership and accountability.
- Proactive communication and follow-up.
- Problem-solving and critical thinking.
- Strong attention to detail.
- Ability to prioritize competing responsibilities.
- Client-focused approach.
- Adaptability and willingness to learn.
- Ability to anticipate issues rather than simply wait for instructions.

What We Are Looking For

We are looking for someone who goes beyond completing assigned administrative tasks. The ideal candidate should be able to take ownership of responsibilities, keep projects moving, maintain organized business operations, and proactively identify what needs attention.

Someone who can manage a CRM, coordinate projects, support executives, research potential clients, and ensure nothing falls through the cracks will be a strong fit for this position.

📌 Virtual Assistant - Project Coordinator (Noida)
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📍 Noida