Case study
How a B2B marketing agency hired a virtual assistant to support CEO growth
A growing B2B marketing agency needed executive support for its CEO while preparing to scale beyond its 20-person team. The company partnered with Global Squirrels to hire a virtual assistant for sales follow-up, scheduling, HubSpot, presentations, client communication, and trade show logistics. Global Squirrels managed sourcing, screening, assessments, interviews, onboarding, payroll, and HR support as the role expanded toward full-time.
Executive summary: Creating scalable CEO support before growth accelerated
A growing B2B marketing agency with about 20 employees was preparing for significant expansion over the next five years, but the CEO was already carrying a long list of operational tasks that competed with sales, client strategy, and leadership priorities.
The agency needed a virtual assistant who could begin at 20 to 25 hours per week and move into a full-time role within 3 to 5 months. Responsibilities included sales follow-up, calendar management, HubSpot updates, presentation editing, Google Drive organization, client communication, and trade show logistics.
Global Squirrels helped turn that broad list into a structured hiring request, screen candidates for communication and software fit, coordinate custom assessments, and present qualified profiles within 3 to 5 business days.
The agency hired a remote virtual assistant who initially supported the CEO part-time and expanded responsibilities as workload increased. The result was a more organized executive workflow and a support role designed to scale with the business.
About client: B2B marketing agency preparing to scale
The challenge: Too many important tasks competing for CEO attention
The agency was growing, but its support structure had not yet caught up with the CEO’s workload.
Sales opportunities needed follow-up. Meetings had to be scheduled. Client-facing decks required customization. Google Drive files needed organization. Trade shows added printing, shipping, preparation, and post-event follow-up.
Each task mattered, but together they consumed time leadership wanted to redirect toward revenue, client relationships, and growth.
The company also faced a budget timing challenge. It needed meaningful support immediately but was not ready to fund a full-time hire on day one. At the same time, leadership expected the workload to justify full-time support within several months.
The candidate therefore needed immediate practical skills and the ability to grow with the role.
The solution: A virtual assistant built around the CEO's workflow
Global Squirrels helped define the position around actual daily responsibilities rather than a generic virtual assistant description.
Strong written and spoken English was essential because the assistant would communicate with clients and prospects. HubSpot familiarity was also important because the role included managing follow-up activity and keeping sales information organized.
Candidates were screened for communication, employment history, role fit, and software comfort. The agency could also request custom assessments, including personality testing, typing exercises, or voice recordings.
During planning, the company compared different global hiring models and monthly cost ranges, allowing leadership to balance the immediate budget with the expected transition to full-time support.
The hiring model also allowed the position to begin at 20 to 25 hours per week and increase as the workload matured.
How the hiring process runs: From role definition to executive support
Step 1: Define the role
The agency documented recurring tasks, required HubSpot experience, communication expectations, working hours, and target start date.
Step 2: Source and pre-screen candidates
Global Squirrels reviewed applicants for relevant experience, communication ability, software knowledge, work history, and fit for a client-facing support role.
Step 3: Complete custom assessments
Candidates completed requested assessments so the agency could evaluate personality and communication fit alongside experience.
Step 4: Review shortlisted profiles
Within 3 to 5 business days, the client received resumes, cover letters, compensation information, and assessment results through one dashboard.
Step 5: Conduct two-stage interviews
The Business Operations Manager completed the first interview, followed by a CEO interview for finalists.
Step 6: Hire and onboard
After selection, Global Squirrels coordinated offer documentation, payroll setup, and onboarding while the agency managed daily training and performance.
Results: More executive capacity and a role built to grow
The new assistant added 20 to 25 hours of dedicated weekly support around the CEO’s recurring operational responsibilities.
Sales follow-up became easier to maintain because one person had clear ownership of communication and HubSpot updates. Calendar management and meeting coordination moved away from the CEO’s personal task list.
Presentation customization, file organization, and trade show logistics also gained a consistent owner.
As planned, the role expanded toward full-time within the 3 to 5 month growth window as workload and trust increased.
For a company with about 20 employees and ambitious growth plans, the biggest outcome was not simply completing more administrative tasks. It was creating executive support before leadership capacity became a larger operational bottleneck.
Testimonial: Giving the CEO more room to lead
Why companies choose Global Squirrels
Growing companies often need executive support before they are ready for a traditional full-time local hire.
Global Squirrels helps businesses build remote roles around actual workload, budget, software requirements, communication needs, and future growth plans.
Clients can review screened profiles, request custom assessments, conduct interviews, and retain control over the final hiring decision. Global Squirrels supports recruitment, onboarding, payroll, and HR administration while the client manages daily work and performance.
For this agency, that flexibility mattered. The company could start with 20 to 25 hours of weekly support, receive candidates within days, and expand the role as the business grew.
The result was a practical executive support model designed for both the company’s current needs and its long-term growth plans.
Give your CEO more time to focus on growth.
Hire a skilled remote virtual assistant for sales follow-up, calendar management, HubSpot, client communication, presentations, and recurring administrative work. Global Squirrels handles sourcing, screening, onboarding, payroll, and HR support while your leadership team stays focused on clients, revenue, and growth.