Virtual Assistant - Outreach Specialist

Virtual Assistant – Outreach Specialist Location & Hours Remote Full-time, 40 hours per week Monday–Friday U.S. Eastern Time (EST) business hours 2–5 years of relevant experience Temporary project-based position through December Target start: Mid-to-late September Top performers may be considered for permanent opportunities following completion of the project About the Company Our client operates a centralized platform supporting community-based ecosystems through a unified multi-tenant data and software infrastructure. The organization helps communities grow sustainably, improve member outcomes, and deploy successful operating models across multiple industries. The company is launching a temporary outreach initiative and is looking for Virtual Assistants who can proactively engage community members, gather information, and help determine eligibility for a recognition and awards program. Role Overview The Virtual Assistant – Outreach Specialist will support a high-volume outreach project running through December. The primary responsibility will be to proactively contact members across communities ranging from approximately 1,000 to 20,000 people through phone calls, text messages, and email. Using established scripts and a standardized reference form, the Virtual Assistant will speak with members, gather required information, and determine whether they meet the established qualification criteria for an award. This is a highly communication-focused role requiring someone who is comfortable initiating conversations, following structured scripts, documenting information accurately, and maintaining consistent outreach volume throughout a full workday. Because the project has an accelerated launch timeline, candidates must be able to learn quickly and become productive following an approximately 1–2 week training period. Key Responsibilities Proactive Member Outreach - Conduct consistent outbound outreach to community members through phone, text, and email. - Engage members across communities ranging from approximately 1,000 to 20,000 individuals. - Follow established outreach scripts while maintaining a natural and professional communication style. - Clearly explain the purpose of the outreach and guide members through the qualification process. - Maintain consistent outreach activity throughout the workday. - Follow up with members who do not initially respond. - Use multiple communication channels appropriately to maximize engagement. Award Qualification - Conduct structured conversations to determine whether members qualify for the designated award. - Follow provided scripts, qualification criteria, and reference forms. - Ask required questions accurately and consistently. - Gather all necessary information before completing a qualification. - Avoid making assumptions when information is incomplete. - Escalate unusual situations or questions outside the established qualification process. - Ensure qualification decisions are supported by complete and accurate information. CRM & Data Management - Record all outreach activity within Close.io. - Maintain accurate contact records and member information. - Document calls, texts, emails, responses, and follow-up requirements. - Update qualification status as members progress through the process. - Maintain clean and organized CRM records. - Ensure information is entered accurately and promptly following each interaction. - Use CRM tasks and follow-up workflows to ensure opportunities do not fall through the cracks. - Training on Close.io will be provided. - Follow-Up & Pipeline Management - Maintain an organized pipeline of members requiring additional outreach. - Follow up consistently with individuals who have not completed the qualification process. - Prioritize outreach based on project deadlines and member status. - Track unanswered calls, messages, and emails. - Re-engage members using the appropriate communication channel. - Maintain ownership of assigned contacts through completion. Email & Text Communication - Send professional outreach and follow-up emails using approved messaging. - Communicate with members through SMS/text when appropriate. - Personalize communications while remaining aligned with established scripts. - Respond promptly to member questions. - Maintain a professional and approachable written communication style. Administrative & Project Support - Complete reference forms and supporting documentation accurately. - Maintain organized project records using Google Workspace. - Update spreadsheets and trackers as required. - Assist with data cleanup and contact management. - Coordinate scheduling or follow-up activities through Google Calendar when necessary. - Support additional administrative tasks associated with the outreach initiative. - Meet project deadlines and daily activity expectations. Required Qualifications - 2–5 years of experience in virtual assistance, outbound outreach, customer service, appointment setting, inside sales, community engagement, or a similar communication-focused role. - Comfortable making a high volume of outbound phone calls. - Experience communicating with customers, members, prospects, or other external audiences through phone, email, and text. - Strong spoken and written English communication skills. - Confident and professional phone presence. - Ability to follow structured scripts while maintaining natural conversations. - Strong attention to detail when collecting and documenting information. - Comfortable working toward daily outreach and project goals. - Strong follow-up and organizational skills. - Ability to manage a large number of contacts simultaneously. - Comfortable working within CRM systems. - Proficiency with Google Workspace. - Ability to learn new software and processes quickly. - Self-motivated and capable of maintaining productivity in a remote environment. - Reliable availability throughout U.S. Eastern Time business hours. - Ability to commit to the project through December. Preferred Qualifications - Previous outbound calling or outreach experience. - Experience with high-volume phone, text, and email campaigns. - Experience qualifying prospects, customers, applicants, or community members using established criteria. - Previous experience with Close.io. - Experience working with online communities, membership organizations, or community-based businesses. - Strong spreadsheet and data-entry skills. - Spanish fluency is preferred but not required. - Previous experience working on deadline-driven or temporary outreach campaigns. Tools & Software Candidates should have experience with or the ability to quickly learn: - Close.io - Google Docs - Google Sheets - Google Calendar - Gmail - Phone and SMS communication platforms - CRM and contact management systems - Remote collaboration tools Training & Ramp-Up The selected candidate will complete an approximately 1–2 week training and ramp-up period before taking full ownership of outreach responsibilities. Training will include: - Award qualification criteria - Outreach scripts and messaging - Reference form completion - Close.io workflows - Documentation standards - Follow-up procedures - Escalation guidelines Candidates should be comfortable learning quickly due to the accelerated timeline of the project. Reporting The Virtual Assistant will work closely with the internal project team and will be responsible for maintaining clear visibility into outreach activity, member responses, qualification progress, and outstanding follow-ups. This is a results-oriented role requiring strong personal accountability and the ability to manage assigned outreach independently after training. Shift / Timezone Monday–Friday Full-time, 40 hours per week U.S. Eastern Time business hours Temporary engagement expected to run through December Consistent attendance is particularly important because the project operates within a defined timeline and requires sustained outreach volume. Growth Opportunity While this position is initially being hired for a temporary project, high-performing team members may be considered for permanent opportunities after the initiative concludes. Performance, reliability, communication quality, and overall contribution to the project will be important considerations for potential long-term opportunities. Success Metrics Success in this role will be measured through: - Consistency and volume of outbound calls, texts, and emails. - Number of community members successfully reached. - Completion of award qualification conversations. - Accuracy of qualification information and reference forms. - Quality and professionalism of member interactions. - CRM accuracy and completeness. - Follow-up consistency. - Ability to become productive quickly following training. - Achievement of daily and weekly outreach expectations. - Reliability throughout the duration of the project. - Ability to independently manage a high-volume outreach pipeline.