Sheila J. - Virtual Assistant | Executive Support, Data & CRM Operations | AI-Powered Workflows & Automation

Make an offer.

How to Hire Sheila

1. 1
   Send a message

   Or request an interview

2. 2
   Request an interview

   Meet in 15 minutes

3. 3
   Start with a trial

   Weekly billing, cancel anytime

Virtual Assistant | Executive Support, Data & CRM Operations | AI-Powered Workflows & Automation

Imagine ending your week with every task followed up, every inbox cleared, and every system running, without you touching half of it. I work with busy founders, executives, and growing teams to keep operations running smoothly behind the scenes, so the work that actually grows the business gets your full attention. With 5+ years of experience across executive assistance, scheduling and vendor coordination, pricing operations, and hiring coordination, I don't just complete tasks, I build systems and automated workflows that make recurring work almost invisible. I combine that operational foundation with modern AI tools, Notion workspace design, and Zapier automations to deliver fast, reliable, and accurate support. I'm available for long-term engagements, full-time or part-time, with flexible hours and timezone overlap (including EST business hours). EXECUTIVE & ADMINISTRATIVE SUPPORT Inbox management, complex calendar and appointment scheduling, vendor and client coordination, meeting coordination, minute-taking, action item tracking, travel arrangements, onboarding support, data entry and verification, and handling confidential information with full discretion. I've supported a tech startup CEO through day-to-day operations and growth, and managed scheduling/admin systems for multiple stakeholders. OPERATIONS, AUTOMATION & AI TOOLS Building Notion workspaces (CRMs, wikis, project trackers), setting up Zapier automations to connect tools and eliminate manual steps, creating SOPs and checklists for repeatable processes, and using AI prompting (Claude, ChatGPT) to draft communications, summarize meetings, and speed up document-heavy work. DATA, RESEARCH & REPORTING Advanced Excel (pivot tables, VLOOKUPs, formula automation), high-volume data entry with 99.8% accuracy, data cleaning and reconciliation, data validation systems, Power BI visualization, competitor and market research, and pricing data management across large datasets in SAP. MARKETING & OUTREACH Targeted email outreach campaigns, cold email copywriting, lead list building, email marketing sequences, SEO and keyword research basics, social media content creation and scheduling, and client acquisition support. Comfortable with phone-based communication for follow-ups, vendor/supplier coordination, and appointment confirmation. HIRING & RECRUITMENT COORDINATION Full-cycle VA recruitment including ATS setup in Airtable, candidate sourcing, application screening, skills assessment administration (TestGorilla), video interview evaluation, and structured shortlisting. PROJECT MANAGEMENT & CUSTOMER SUPPORT Task delegation, SOP creation, workflow documentation, Asana and Trello coordination, and online/chat/phone customer support. I've introduced structured workflows that improved operational efficiency across teams. TOOLS & PLATFORMS Notion · Zapier · Claude AI / ChatGPT · Google Suite · Microsoft Office Suite (Advanced Excel) · Airtable · Asana · Trello · HubSpot · SAP · Power BI · SQL · TestGorilla · Zoom · Slack · CRM platforms Whether you need someone to run your inbox, coordinate schedules and vendors, automate your workflows, build your Notion or CRM systems, or manage your data — I bring the structure, tools, and follow-through to get it done reliably and on time. I offer a short discovery call so we can confirm the fit before we start. Let's talk. ```

Skills & Expertise

Languages

Industries Supported

Hire Sheila for: VA for E-commerce, VA for Amazon FBA, VA for Retail, VA for Sales Teams, VA for Real Estate