HubSpot Administrator & Sales Operations Specialist – Investment Industry | Remote | Immediate Start

Role Name: HubSpot Administrator & Sales Operations Specialist

Schedule: Full-time (40 hours a week), Monday to Friday 9am to 6pm with one hour of unpaid break

Client Timezone: Eastern Time

Client Overview: A dynamic investment firm in startup mode, building their sales operations infrastructure from the ground up. This 5-person founding team focuses on evaluating high-stakes investment opportunities through relationships with investment bankers, lawyers, and fund managers. They’re entering a busy growth phase with multiple daily stakeholder meetings and need sophisticated systems to manage their deal pipeline effectively.

Job Description: You’ll be the strategic architect behind a growing investment firm’s CRM and sales operations infrastructure. This isn’t your typical admin role – you’ll serve as a thought partner to the founding team, designing workflows that handle high-stakes relationship management where accuracy and attention to detail can make or break million-dollar deals. You’ll build processes from scratch, integrate cutting-edge AI tools, and quarterback communications for a team that’s scaling rapidly in the investment world.

Responsibilities:

• Design and implement sophisticated HubSpot workflows to manage investment deal flow and relationship tracking
• Maintain pristine CRM database integrity to prevent costly outreach errors in high-stakes investment environment
• Prepare comprehensive meeting notes and summaries for critical investment team calls and stakeholder meetings
• Coordinate complex meeting scheduling and calendar management across the founding team
• Integrate AI note-taking tools with HubSpot to automate data capture and task creation workflows
• Create strategic contact segmentation and targeted outreach campaigns for investment professionals
• Serve as strategic thought partner to advise on sales process optimization and risk mitigation strategies
• Quarterback team communications by reviewing meeting notes and creating actionable tasks and follow-ups
• Generate detailed reports and analytics to track relationship management and deal pipeline progress
• Build foundational sales operations infrastructure and processes for rapidly scaling investment firm

Requirements: You bring extensive experience with HubSpot CRM administration and automation workflows, plus exceptional attention to detail for high-stakes environments. You have an entrepreneurial mindset with proven ability to build processes from scratch and advise on sales operations strategy. Strong communication skills and team player mentality are essential, along with demonstrated dependability and consistent work performance. Bonus if you have experience with CRM integrations, AI tool implementations, or previous work in investment/financial services environments.