Decentralized Masters is seeking a highly organized and dependable Virtual Assistant - Operations to join our team. You will support our operations and sales teams by managing internal reporting, coordinating schedules, and maintaining clean, accurate data across platforms. This role is ideal for someone with strong attention to detail and a desire to support cross-functional teams in a fast-moving environment.
What You'll Do
- Coordinate and manage the No Show follow-up process.
- Support End-of-Day (EOD) report tracking for Executive Assistants and Managing Directors.
- Check daily calendars for double bookings and report conflicts.
- Review paid ad leads in HubSpot and verify tagging accuracy.
- Update daily Marketing Tracker based on lead activity.
- Assist in maintaining the Director Coaching Tracker.
- Track booked vs. attended calls for inbound leads.
- Monitor the Sales Help Desk for incoming requests and route them appropriately.
- Maintain and review call logs to ensure completeness and accuracy.
- Assist with follow-ups based on internal communication in Slack.
- Post and track follow-ups related to deals that are not yet closed.
- Track cash collected from deals and update in relevant trackers.
- Monitor and support the refund process, updating CRM properties accordingly.
- Check for and resolve missing activity logs related to closed deals.
- Help triage requests in the Sales Help Desk and escalate where needed.
- Audit and maintain call logs in the CRM.
- Monitor Slack notifications and alert appropriate team members.
- Support CRM reporting tasks in collaboration with the RevOps team.
- Ensure refund records are complete and accurate within the CRM.
- Review and update discrepancies in daily lead flow reports.
- Support QA of internal scheduling and concierge processes.
- Conduct call audits for 'Call Not Complete' issues and escalate as needed.
- Ensure HubSpot data aligns with internal trackers (No Shows, Sets, Cash Collected).
- Maintain sync between HubSpot data and Plecto (or other internal dashboards).
- Troubleshoot issues in dashboards and flag discrepancies for review.
What We're Looking For
- Please submit your resume in English.
- Native English speaker or professional-level proficiency.
- Proven experience as a Virtual Assistant or in a relevant role.
- Experience supporting sales, marketing, or customer success teams.
- Familiarity with lead tracking, cash collection workflows, and internal auditing processes.
- Previous experience working with dashboards such as Plecto or Looker.
- Strong spreadsheet skills (formulas, filtering, data cleanup).
- Must be able to check systems and reports throughout the day and respond promptly to urgent updates.
- 2+ years of experience in operations support, virtual assistance, or sales admin roles.
- Proficient with CRM tools (preferably HubSpot), Google Sheets, and Slack.
- Excellent organizational skills and attention to detail.
- Strong written and verbal communication in English.
- Capable of identifying issues and escalating when necessary.
- Comfortable managing multiple daily tasks and recurring workflows.
- Self-starter who can work independently in a remote team environment.
- Weekend availability is a must.
Technical Stack
- HubSpot
- Slack
- Google Sheets
- Plecto
- Looker
Team & Environment
You'll join a company of 75 dedicated professionals and will directly support our operations and sales teams.
Benefits & Compensation
- Competitive salary package
- Full time position
- Unlimited PTO
- Team off-sites
- Young & dynamic culture with team members across 25+ countries
- Fully Remote with a very supportive team
Work Mode
This is a fully remote, global position. You have the ability to work from anywhere in the world.
Decentralized Masters is an equal opportunity employer.
