Acquisition & Executive Operations Assistant Virtual Assistant

Accountabilities:: As an Acquisition & Executive Operations Assistant, you will support business-owner outreach while managing a broad range of acquisition administration and executive support tasks. Outreach and appointment setting will account for approximately half of your responsibilities and take priority when competing demands arise. Business Owner Outreach and Appointment Setting Contact business owners who have previously received outreach, using established contact lists, scripts, and procedures. Conduct professional, respectful follow-up calls to determine whether owners are open to a brief introductory conversation with the client. Schedule qualified introductory meetings without engaging in high-pressure sales tactics or directly asking owners whether they want to sell their businesses. Complete a minimum of 30 outbound calls per day once fully ramped up. Maintain protected calling blocks from 8:00 AM–11:30 AM and 1:00 PM–3:00 PM Central Time. Document call outcomes, meaningful conversations, objections, follow-up requirements, and next steps accurately. Escalate questions involving valuations, financing, transaction terms, or timing to the client rather than negotiating independently. Relationship Management and Follow-Up Follow established outreach sequences and maintain consistent, professional communication with business owners. Verify contact names, direct contact information, and preferred communication methods. Record communication history, interest levels, objections, timing, and agreed next steps. Schedule future follow-ups and coordinate meeting confirmations and reminders. Ensure outstanding communications and follow-up activities are completed on time. Acquisition Administration and Meeting Preparation Maintain accurate acquisition records, contact details, appointment schedules, activity notes, and tracking systems. Assist with broker correspondence and other acquisition-related communications. Organise acquisition documents and maintain orderly records. Research companies, business owners, contacts, and relevant background information. Prepare concise, standardised briefing documents before acquisition meetings, including company background, owner information, previous correspondence, business details, and suggested questions. Support post-meeting correspondence, update records, and track outstanding commitments and action items. Executive and General Business Support Organise inboxes, handle routine email correspondence, and manage calendar coordination and appointments. Coordinate communications with vendors and other external contacts. Follow up on invoices and maintain related administrative records. Conduct research and complete general business support tasks as required. Provide occasional personal executive assistance, including travel research, reservations, appointment scheduling, and property research. LinkedIn, Referral Relationships, and Reporting Draft LinkedIn outreach and follow-up messages for the client's review and track replies and next steps. Maintain organised records of LinkedIn activity; the client will send messages directly through their own account. Assist with relationship-building activities involving business brokers, accountants, attorneys, and other professional referral sources. Prepare structured end-of-day executive summaries covering outreach activity, meaningful conversations, scheduled meetings, pending follow-ups, completed administrative work, outstanding action items, and matters requiring the client's attention. Follow agreed procedures, timelines, confidentiality requirements, and written deliverables. Requirements: The ideal candidate combines practical US-focused B2B calling experience with strong executive administrative skills. You should be confident speaking with business owners and senior decision-makers, comfortable managing recurring follow-ups, and capable of balancing measurable outreach goals with detailed administrative responsibilities. Mid- to senior-level professional capability, with at least one year of US-focused B2B outbound calling or appointment-setting experience. Excellent spoken and written English, with a native or near-native level of spoken fluency and a professional phone presence. Strong communication, active listening, rapport-building, and relationship-management skills. Experience communicating with US business owners, executives, or senior decision-makers is strongly preferred. Demonstrated experience with appointment setting, recurring follow-ups, CRM or contact-management systems, and detailed activity tracking. Strong organisational skills, attention to detail, and the ability to manage schedules, documentation, and competing priorities. Sound professional judgment and the ability to recognise when sensitive acquisition questions must be escalated. Discretion and integrity when handling confidential business, acquisition, and personal information. Executive administrative experience, including inbox and calendar management, meeting preparation, research, and business correspondence, is strongly preferred. Background in business development, account management, or customer relationship management is an advantage. Experience in business acquisitions or investment is beneficial but not required. Ability to work independently, follow established procedures, meet activity targets, and maintain accurate records. Willingness to sign and comply with the client's required Non-Disclosure Agreement (NDA) before beginning the engagement. Required Software and Tools: GitHub Issues: For daily call sheets, outreach tracking, and activity logging through comments. Training is provided, and coding experience is not required. Google Workspace: Including Gmail, Google Calendar, Google Sheets, and related productivity tools. Microsoft Excel or Google Sheets: For tracking, reporting, and maintaining accurate records. VoIP phone platform: Using the platform or number provided or designated by the client. Video conferencing tools: For meetings and communication with stakeholders. LinkedIn: For preparing outreach messages and tracking replies, with messages sent directly by the client. Benefits: Competitive contractor compensation rates. Weekly payments. Free training and professional upskilling opportunities. Ongoing support and guidance throughout the engagement. Access to a supportive professional community. Opportunity to develop experience across business acquisition support, executive operations, and relationship management. Fully remote work arrangement.