Acquisition & Executive Operations Assistant Virtual Assistant

Job description

**This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Acquisition & Executive Operations Assistant Virtual Assistant based in France.** 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. ### 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.