Acquisition & Executive Operations Assistant Virtual Assistant

We are seeking a polished, dependable, and highly organised Virtual Assistant to support business acquisition outreach, executive operations, and administrative activities for a US-based business. In this full-time remote contract role, you will primarily follow up with business owners who have already received outreach, build professional relationships, and schedule introductory meetings. You will also coordinate acquisition-related documentation, prepare meeting briefs, manage calendars and inboxes, and support day-to-day executive operations. The position combines relationship-focused communication with structured administrative work, requiring discretion, sound judgment, and consistent follow-through. Established scripts, target lists, procedures, and training will help you succeed without requiring high-pressure selling or deal negotiation. This opportunity is ideal for an experienced B2B calling professional who enjoys taking ownership of operational details while helping business leaders stay organised and productive.

• 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.

• 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.

• 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.

• 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.

• 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.

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.