Job Overview:
We are seeking a top-tier Executive Assistant to serve as the operational engine for a fast-growing Sydney CBD boutique law firm specializing in commercial litigation and insolvency. This is a remote, strategic role focused on driving a structured, data-driven business development (BD) programme. You will own the CRM, manage high-level outreach via HubSpot and Sales Navigator, and ensure no opportunities fall through the cracks. This is not a general VA position; there are no timesheets or invoices—only high-stakes BD execution.
Schedule:
- Monday - Friday, 9:00 AM - 6:00 PM (AEST/AEDT), with 1 hour unpaid break
Independent Contractor Perks:
- Permanent work from home
- Immediate hiring
- Health Insurance Coverage for eligible locations
Key Responsibilities:
HubSpot CRM Ownership:
- Audit and cleanse a database of 4,000+ contacts; merge duplicates and fix data gaps.
- Maintain 92+ active BD records and a pipeline of 139+ contacts across 8 categories.
- Build custom properties, saved views, automation workflows, and dashboard reports.
- Manage M365/Outlook integration to ensure seamless email tracking.
LinkedIn & Sales Navigator:
- Audit the Partner's 15,000+ connections and import qualified leads into HubSpot.
- Run targeted searches and build named prospect lists per category.
- Draft connection requests and messages in the Partner's voice.
Outreach Automation & Scheduling:
- Manage Dripify campaigns (connection requests and 3-message sequences).
- Coordinate The Core Cadence: Scheduling 15 coffee meetings per week.
- Manage the Partner's Outlook calendar, protect BD slots, and send 24-hour reminders.
- Monitor the dedicated BD inbox and handle all responses/rescheduling.
Post-Meeting Support & AI Execution:
- Log meeting notes and update HubSpot properties within 24 hours of debriefs.
- Use AI (Claude/ChatGPT) to draft bespoke outreach and research contacts.
- Prepare weekly BD Scorecards and concise summaries for the Partner.
Non-Negotiable Experience:
- HubSpot (3+ years): Advanced configuration, workflows, and data management (not just entry).
- M365/Outlook (3+ years): Expert calendar management and delegated inbox handling.
- LinkedIn Sales Navigator (2+ years): Advanced searches, lead lists, and CRM sync.
- BD/Sales Ops (2+ years): Experience managing outreach cadences for senior B2B professionals (PE, GCs, Partners).
- Automation Tools: Working knowledge of Dripify, Expandi, or similar tools.
- AI Proficiency: Daily use of LLMs as a genuine productivity tool.
Technical & Soft Skills:
- Technical: Bulk data operations, multi-condition saved views, and automated triggers.
- Elite Communication: Sophisticated written English for high-level stakeholders.
- Proactive Autonomy: Ability to manage weekly cadences without being chased.
- Commercially Sharp: Understanding of the PE, private credit, and legal landscape.
- System-Driven: A meticulous, system-based approach to organization and data accuracy.
Qualifications:
- 3–5 years in CRM operations, BD support, or sales/marketing operations.
- HubSpot certifications or experience with Zapier/Make/Python is highly regarded.
- Fluent professional English (writing quality will be assessed).
Note:
Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.
