AI-Enabled Operations and Administration VA (Virtual Assistant)

Location:

Remote, must work Sydney business hours

Employment Type:

Full-time contractor / VA

Job Description:

I am hiring an AI-Enabled Operations and CRM VA to support my founder-led consulting business.

This role is for someone who can combine AI workflow capability, strong administration, CRM management, inbox support, and proactive execution.

This is not a standard admin VA role. I am looking for someone who can help improve how work gets done.

About The Role

You will help me across a mix of operational and administrative work, including:

• inbox and follow-up management
• CRM management and hygiene
• coordination across clients and internal tasks
• meeting summaries and action tracking
• proposal and document support
• identifying repetitive work and building practical AI-assisted workflows
• improving systems, templates and processes

What Matters Most

The most important requirement is real hands-on AI workflow capability.

You should be able to show that you have used tools such as Claude, ChatGPT, Zapier, Make or similar to improve business workflows in a practical way.

I want someone who can:

• reduce manual work
• improve consistency
• create leverage
• think in systems, not just tasks

Required Background

• 3+ years of VA, operations, admin, project coordination or similar professional experience
• proven use of AI tools in live business workflows
• strong administration and coordination capability
• experience working directly with a founder, executive or senior stakeholder
• strong written English
• confidence managing CRM, inbox and follow-up processes

Preferred Experience

• Claude
• HubSpot
• Zoho
• Monday.com
• Zapier / Make / n8n
• consulting, startup or agency environments
• process improvement and SOP creation

How You Work

You are likely a strong fit if you are:

• highly organised
• proactive
• detail-oriented
• calm under pressure
• comfortable with rough inputs and incomplete information
• able to come back with solutions and recommendations

Tools

You may work across:

• ChatGPT
• HubSpot
• Zoho
• Monday.com
• Google Workspace
• WhatsApp
• Zapier / Make / n8n

How To Apply

Please send:

• your CV
• a short note on why you are a fit
• 2 to 4 examples of AI workflows or automations you have built or managed, including the business use case, tools used, and outcome

Applications with clear, real-world examples will be prioritised.