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.