Virtual Assistant - Operations

Job description

Who Are We?

Decentralized Masters is at the forefront of DeFi education globally. In just two years, we have grown from a pioneering pair of co-founders to over 75 dedicated professionals. Today, we are recognized as one of the fastest-growing enterprises in the sector, with industry insiders predicting our evolution into a unicorn company by 2030. Operating on a bootstrapped model, we are on track to achieve an impressive $50 million in revenue this year alone.

Our Impact

While our growth has been remarkable, we take even greater pride in the success of our clients. To date, we have empowered over 2,000 investors to break into the DeFi world. At Decentralized Masters, we don’t just offer education; we cultivate a powerhouse of knowledge combined with an engaging community, innovative technology, and a team of leading DeFi and blockchain experts. Our commitment is to deliver unparalleled resources designed for long-term success in the world of DeFi and Web3, ensuring our members not only safeguard but also enhance their financial future.

Our Vision

Our goal is to create the largest and most influential DeFi ecosystem the world has ever seen, starting with becoming the gold standard in DeFi education. This vision is ambitious, transformative, and poised to change the landscape of digital finance.

Are You Ready?

This is more than just a job; it’s an opportunity to shape the future of Web3 technology and education. Are you ready to be part of our vision to redefine what’s possible in DeFi and beyond? Apply below, and let’s explore this journey together.

Check us out here: Decentralized Masters

What will you be doing?

We are seeking a highly organized and dependable Virtual Assistant (VA) to support our operations and sales teams by managing internal reporting, coordinating schedules, and maintaining clean, accurate data across platforms. You will assist with communication, reporting accuracy, scheduling integrity, and process monitoring across multiple tools (e.g., HubSpot, Slack, spreadsheets, and internal dashboards).

This is a great opportunity for someone with strong attention to detail, excellent follow-through, and a desire to support cross-functional teams in a fast-moving environment.

Key Responsibilities:

Operations Support

• Coordinate and manage the No Show follow-up process

• Support End-of-Day (EOD) report tracking for Executive Assistants and Managing Directors, and tag team members who miss their updates

• Check daily calendar 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

Sales Admin & Support

• 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

Sales CRM Support

• Help triage requests in the Sales Help Desk and escalate where neede

• 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

CRM & Reporting

• 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

Success in This Role Looks Like:

• Internal reports and trackers are always up to date and accurate

• Communication gaps are minimized through timely follow-ups and tagging

• Refunds, lead issues, and cash collections are clearly tracked

• Data across HubSpot and internal dashboards aligns consistently

• Team members receive timely support with minimal oversight

1. Please submit you resume in ENGLISH

2. Native English speaker (or at least professional level)

3. Proven experience as a Virtual Assistant or relevant role

4. Experience supporting sales, marketing, or customer success teams

5. Familiarity with lead tracking, cash collection workflows, and internal auditing processes

6. Previous experience working with dashboards such as Plecto or Looker

7. Strong spreadsheet skills (formulas, filtering, data cleanup)

8. Must be able to check systems and reports throughout the day and respond promptly to urgent updates

9. 2+ years of experience in operations support, virtual assistance, or sales admin roles

10. Proficient with CRM tools (preferably HubSpot), Google Sheets, and Slack

11. Excellent organizational skills and attention to detail

12. Strong written and verbal communication in English

13. Capable of identifying issues and escalating when necessary

14. Comfortable managing multiple daily tasks and recurring workflows

15. Self-starter who can work independently in a remote team environment

16. Weekend availability is a must

• Competitive salary package

• Full time

• Unlimited PTO

• Team off-sites

• Young & dynamic culture with team members across 25+ countries

• Fully Remote with a very supportive team. You have the ability to work from anywhere in the world!